Gift Processing Coordinator (Administrative Support Coordinator II), Univer

at  California State University

Job no: 545476
Work type: Staff
Location: San Bernardino - San Bernardino Campus
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

JOB SUMMARY:

The Gift Processing Coordinator is responsible for the timely and accurate processing of gifts received by the CSUSB Philanthropic Foundation. Responsibilities include, but are not limited to, using the University’s constituent database to record and maintain documentation for all gifts and private grants received, securely transmitting financial transactions to Financial Services, and making critical database updates to support the University Advancement division and its philanthropic fundraising and alumni/community engagement teams. Additionally, this role provides comprehensive administrative support for the Advancement Services Operations (ASO) Department, including coordinating HR tasks, handling requisitions and purchase orders, maintaining the department’s website, and providing lead work direction to student assistants. The Gift Processing Coordinator ensures the accuracy and integrity of constituent data, facilitates essential reporting, and contributes to the smooth operation of various and complex administrative functions within University Advancement.

MINIMUM QUALIFICATIONS:

• High School diploma or its equivalent
• Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

REQUIRED QUALIFICATIONS:

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED QUALIFICATIONS:

• Experience working in fundraising or financial operations
• Knowledge of charitable contributions or grants and donor/client databases
• Proficient in Microsoft Office 365, particularly Excel and Outlook
• Ability to effectively use relational databases and query tools for information retrieval and reports
• Proficiency in reading and comprehending, writing, communicating verbally, reasoning, and analyzing
• Ability to calculate ratios and percentages and tracking and comparing financial data
• Highly detail-oriented with high degree of accuracy and organization in data entry and verifying own work and that of others
• Must possess the ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
• Ability to troubleshoot and problem-solve in functional areas and respond to all inquiries and requests related to area of responsibility
• Must have the ability to work cooperatively with a diverse campus community of people

Gift Processing/Receipting and Documentation

• Ability to handle multiple work unit procedures including reviewing gift transmittal forms for accuracy, interpreting donor responses and correspondence, and processing monetary gifts and payments (e.g., checks, credit cards, electronic deposits, and cash) in the donor database. Process gifts in kind in accordance with CSUSB’s non-cash gift acceptance procedures. Manually assign batch numbers, run batch process, and generate Gift Income and Data Extract reports to send to Financial Services with deposits.
• Retrieve supporting documentation and reports for credit card gifts made through various systems. Process refunds in accordance with university guidelines, demonstrating comprehensive knowledge of policies and procedures.
• Record and update pledges and payment schedules in donor database, including phone programs, payroll deductions, and bequest intentions, in accordance with established procedures. Process approved pledge write- offs and payment schedule changes, and prepare pledge reminders as needed.
• Research electronic deposits and coordinate with fundraisers to obtain gift recording instructions.
• Reconcile a daily log of all processed gifts and pledges and ensure batches are in balance.
• Maintain security of cash and negotiable items.
• Review, print, and mail system-generated gift receipts for IRS tax reporting and provide gift information of all gifts over specified thresholds to Donor Relations for acknowledgement purposes.

Administrative Support for Advancement Services Operations (ASO)

• Provide a complete range of administrative support for the ASO Department, including procuring supplies and materials, creating lists, and providing support for special events and programs.
• Coordinate meetings on behalf of the Associate Vice President (AVP); prepare meeting information, take notes/minutes, and follow up on action items.
• Submit, maintain, and track requisitions and purchase orders; work collaboratively with Procurement to ensure requisitions are processed in a timely manner.
• Coordinate ASO HR tasks through CSU Recruit and Cherwell, including ASO recruitments. Provide backup support for HR tasks and recruitments for the Vice President’s office.
• Update and maintain the website for the department.
• Coordinate and pull reports from departmental database systems and update information as needed.
• Provide lead work direction on projects assigned to student assistants, volunteers, and/or interns by ensuring effective and timely deliverables.
• Provide lead work direction to student assistant positions for daily office duties, including recording and tracking reimbursements; process mileage/travel claims and hospitality reimbursements.

Database Maintenance

• Update constituent records in the database from various sources, ensuring accuracy and compliance with established procedures, using discernment and research as appropriate. Changes may include names, addresses, email addresses, phone numbers, employment, family relationships, contact restrictions and preferences, involvement with CSUSB and related organizations, and record type. Accurately update records to reflect deceased status and review for any additional actions or follow-up as needed.
• Create new individual and organizational constituent records for contributions and prospects in a timely manner, minimizing duplication of entities.
• Identify and resolve duplicate records and perform data hygiene, particularly following mass uploads of new graduates.
• Create and assign appeal codes for tracking solicitations.

Gift Reconciliation and Reporting

• Continuously reconcile the log of all gifts received to CSUSB Philanthropic Foundation.
• Ensure monthly payroll deductions are recorded and reconciled with accounting, and promptly send new sign-ups and changes to Financial Services.
• Run allocation and gift-holding account reports weekly, review them for accuracy, and distribute; follow up with philanthropic giving staff for commitments requiring new allocations.
• Utilize expertise in office software, including Excel, to prepare the University Advancement monthly reconciliation report, detailing all gift receipt totals, including gifts in kind, batch information, and adjustments.
• Identify and adjust incorrect or revised gift and pledge entries, notifying appropriate personnel in writing according to established procedures.
• Prepare listing for quarterly pledge receivables reporting and review with Director of Gift and Data Services for appropriate follow-up with donors by members of University Advancement staff.
• Assist with audits, compiling documentation for review of selected items.
• Run simple to complex reports for campus personnel and perform queries and look-ups to provide gift and donor-related information upon request
• Respond to internal and external inquiries regarding gifts and constituent records, observing confidentiality standards in regulations, policies, and procedures, as well as the Donor Bill of Rights.

Advancement Operations

• Provide lead work direction and training to student assistants, reviewing their work to ensure accuracy in data entry and basic advancement services tasks such as scanning, logging checks received, deliveries, and database updates. Full accountability for work flow and completion of work for the assigned support staff. May contribute recommendations for hiring decisions.
• Ensure the proper storage and organization of supporting documentation for audits, donor inquiries, and internal requests. Maintain confidentiality by efficiently organizing electronic files for easy retrieval and uploading relevant documents to the database.
• Coordinate maintenance of and check out/return of hard copy files.
• Test new business processes and database upgrades to ensure they function properly.
• Update processes, procedures, and training documents to reflect changes and current approved practices in areas of gift processing and data entry standards.
• Train staff performing backup to gift processor functions.
• Support fundraising efforts by ensuring the accurate entry of solicitation details for new commitments.
• May create or update allocation/funds within the donor database from approved new account forms.
• Other classification related duties as assigned.