Gift Processing and Budget Coordinator

Description:

The Gift Processing and Budget Coordinator is responsible for gift and pledge processing, ensuring data accuracy and integrity, and creating and maintaining documentation related to gift and pledge processing for the Office of Institutional Advancement. The Coordinator runs reports related to gifts, serves as the liaison with the Finance office and processes, tracks and monitors departmental expenses. The Coordinator also works collaboratively with other members of the Institutional Advancement team and provides administrative support for the department as necessary.

DUTIES AND RESPONSIBILITIES

1. Accurately process all gifts and pledges based on College policies and procedures, including checks, cash, credit cards, securities, electronic funds transfers, gifts-in-kind, matching gifts and payroll deductions.

2. Serve as a liaison between the Office of Institutional Advancement and the Finance Office in establishing gift accounting categories.

3. Maintain documentation for gifts and pledges and provide documentation to the Finance Office, according to College standards. Provide information to external auditors, as requested.

4. Assess and coordinate the workflow processes for gift/pledge entry and maintain a policy and procedure manual to ensure that standards are followed.

5. Run reports from online giving systems to accurately process daily transactions.

6. Prepare accurate acknowledgment letters as gifts are processed to ensure all donors are thanked in a timely manner. Ensure that all acknowledgement letters meet institutional standards and IRS regulations.

7. Create new records for alumnae, friends, corporations and foundations, as needed. Update addresses, phone numbers, emails, employment information, deceased constituents and changes in marriage and family status. Convert all undergraduate and graduate student records to alumnae in Jenzabar.

8. Run and review baseline reports; monitor and audit gift/pledge entry.

9. Serve as point person for advancement staff related to any necessary gift adjustments, duplicate or gift receipts, or gift summary statements

10. Process, track and monitor invoices, receipts and checks requests for the department; prepare monthly departmental expense reports.

11. Provide coverage for departmental phones and administrative support as necessary.

12. Other duties as assigned by leadership

Qualifications:

Education and Training

• Bachelor’s degree required
• Proficiency with applicable technology, computer and constituent software
• Prior experience with bookkeeping and accounting processes strongly preferred

Knowledge/Skills/Abilities

• Excellent organizational and time management skills, including the ability to successfully manage multiple tasks simultaneously and prioritize effectively
• Strong attention to detail with a commitment to accuracy and efficiency
• Experience scheduling and supervising students and/or volunteers
• Demonstrated ability to work independently and as part of a team
• Strong interpersonal and communication skills, both verbal and written
• Able to work with and motivate others, including students and volunteers, toward common goals
• Able to react and adapt to changing situations appropriately
• Commitment to and focus on providing excellent customer service
• Strong commitment to confidentiality

Physical Requirements and Working Conditions

• Able to sit and/or stand throughout entire work time
• Able to climb stairs, lift, bend and carry up to 20 lbs without assistance
• Able to work occasional irregular, extended and weekend hours as necessary to achieve objectives

Application Instructions:

Please submit a letter of interest (cover letter), resume, and three references.