Gift Processing Assistant
Job Title: Gift Processing Assistant
Classification: C4
Department: Development
Updated: January 2019
Job Summary
Responsible for the planning, coordination, execution, and daily management of gift processing and pledge entry; financial reconciliation and reporting; information reporting and analysis; and biographical data and maintenance.
Essential Functions
Responsible for gift/pledge entry and management:
- Process and oversee 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
- Oversee proper and timely gift recording and receipting including staff performance and training in these areas
- Accurately determine appropriate gift designation, category and account for correct gift/pledge reporting
- Oversee the management of donor pledges, including delivering regular reminders and special collections
- Support interpretation of IRS rules and regulations for charitable giving
- Support guidelines as defined by the Council for the Advancement of Secondary Education (CASE) and other governing bodies
- Protect and enforce the privacy of donor records, including the management, organization, and security of donor files
- Maintain a high level of quality control and accountability according to university accounting and FASB standards
- Check the data used on all correspondence that incorporates donor giving, including the official tax receipts
- Liaison to donors with questions related to giving records, policies and procedures
- Resolve issues independently within parameters or under the direction of the Assistant Vice President for Development Services 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:
- Create and reconcile various reports with departments throughout the university
- Prepare for and respond to Audit requests
- Gift and endowment account management
- Liaison with Business and Accounting Office
Information reporting and analysis:
- Prepare and insure accuracy of data for all giving reports
- Responsible for gift and pledge reporting for all end users and programs including but not limited to university executive and senior management; all development division program directors (including annual giving; campaigns; corporations; foundations; alumni and planned giving) and other constituents
- Collaborate with Development Services IT staff in design and use of database and reports
- Produces data for major external and financial reports (i.e., Annual Report).
Biographical data maintenance:
- Responsible for data content and standards as it is related to processing gifts
- Insures quality control of all data entry as related to processing gifts
- Develops procedures for regularly enhancing and cleaning data as related to gift processing
- Data change management as related to gift processing
- Constituent relationship support for stewardship and donor recognition: i.e. maintains accurate names for recognition and publication purposes
General support:
- Train fellow staff; act as backup for ill/absent staff
- Act as administrative assistant when needed
- Participate in annual planning
- 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.
- 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.