Gift Processing Assistant
Job Title: Gift Processing Assistant
Classification: C4
Department: Development
Updated: January 2019
Job Summary
This position is a member of the Development Services team in the Institutional Advancement division for charitable gift administration activities including processing gifts and pledges, entering new gift funds into the system, resolving gift-related issues, updating constituent information, generating pledge reminders, monitoring daily and monthly reports, interacting with Accounting staff and other campus partners, and maintaining all gift-related fields in the donor advancement database. This position will facilitate the daily work of the Gift Processing Coordinator and student workers, as well as will work closely with the Assistant Director of Compliance and Gift Management, List and Data Manager, Development Officers, campus stakeholders, and donors to record the gift accurately. This position reports to the Assistant Director of Compliance and Gift Management.
Essential Functions
Responsible for gift/pledge entry and management:
- Oversees the processing of gifts and pledges (cash, checks, securities, gifts-in-kind, credit cards, bank drafts, matching gifts, payroll deductions) from alumni, friends, corporations, foundations, and other constituents of the university based on current policies and procedures, helping process when assistance is needed.
- Coordinates the timely execution of regular gift processing processes, such as posting to the general ledger and accompanying documentation, adjusting gifts and pledges as requested, completing report requests, receipting gifts according to IRS regulations, and sending monthly pledge reminders to donors.
- Acts as technical lead on systems gift processing regularly utilizes including, but not limited to, the CRM, CMS, secure document storage system (ECM), connected giving platforms, accounting systems, and payment processors.
- Remains up to date on rules and regulations for charitable giving as outlined by the IRS, Council for the Advancement of Secondary Education (CASE), FASB, and other governing bodies as necessary. Protect and enforce the privacy of donor records, including the management, organization, and security of donor files
- Liaison to donors with questions related to giving records, policies and procedures.
- Resolve issues independently within parameters or under the direction of the Assistant Director of Compliance and Gift Management or his/her designated chain of command.
- Assist in defining and documenting policy and procedures for gift recording and reporting
- Participate in appropriate internal and inter-departmental committees
Responsible for financial reconciliation and reporting:
- Provides documentation for financial reconciliation and audit requests from external and the Business Office.
Information reporting and analysis:
- Develops complex queries to prepare reporting for Institutional Advancement staff and other units of the university, as needed, including reports for Board of Trustee meetings.
- Ensures accuracy of gift and pledge reporting for all end users and programs including, but not limited to, university executive and senior management; all Advancement division program directors (including annual giving; campaigns; corporations; foundations; alumni and planned giving) and other constituents.
- Collaborates with Development Services IT staff in design and use of database and reports
Biographical data maintenance:
- Develops procedures for regularly enhancing and cleaning data as related to gift processing, including monitoring old pledges, committing batches in OnBase, updating name rows, ensuring gifts are appropriately applied to pledges to reflect accurate balances.
General support:
- Train fellow gift processing staff; act as backup for ill/absent staff.
- Supervise student workers in support of gift processing responsibilities.
- Other related duties as assigned
Non-Essential Functions
Not Applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Strong attention to detail.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills
- Demonstrated experience to successfully use a variety of computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications
- Some college course work
- Higher education experience
- Gift processing experience
- Knowledge of IRS policies and regulations of regarding establishment, utilization, and fund accounting of private support
- Knowledge of CASE standards of management reporting of private support for institutions of higher education
- Knowledge of Millennium and Banner software
- Supervisory experience
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.