Gift Process and Records Coordinator

JOB DESCRIPTION SUMMARY

Processes gifts, pledges, and event registrations and performs a variety of complex duties associated with the confidential gift processing function. Receives gifts to the University in the form of checks, credit cards, stock transfers, etc. and develops and maintains procedures manual for gift and pledge entry and maintenance; and ensures compliance with accounting principles, University policy, state, and federal laws. Provides front line support for contact with alumni and other donor constituencies related to gifts.

• Provides customer service to alumni and other donor constituencies, regarding gift designation, allocation, receipts, and recognition. Counsels division and department leadership, donors, gift officers, and others on IRS compliance and university regulations, processes and procedures on charitable donations
• Processes large volume of gifts in the form of cash, checks, credit cards, stock transfers, IRA transfers, etc. Identifies processing problems or deficiencies, takes corrective action and makes recommendations for changes. Researches and resolves problems related to transactions or associated constituent record updates
• Processes event registrations payments, along with additional donations, while assisting Alumni Engagement with event registration management
• Analyzes gifts and documentation to determine legal donor, gift category, IRS charitable types and funds for application and charitable gift eligibility. Works with gift officers to coordinate appropriate pledge applications/designation
• Verifies and ensures acquisition of matching gifts. Research donor employment for matching gift eligibility; process on-line matching gift verifications from matching gift companies; notify donor or gift officer of matching gift opportunity; update and maintain matching gift information in system; process information to follow up on matching gift forms not received from donors and payments not received from matching gift companies to maximize donations.
  
  Make appropriate updates in system to employment and matching gift status
• Creates new and maintains existing biographical records and information including addresses, business and employer information, matching gift company information, name changes and other data points pertinent to our constituents through gift documentation review and consultation of additional sources
• Maintains specific modules of the donor database; manages appropriate department records in accordance with applicable policies and standards; creates regular and ad-hoc reports as requested and assists management in interpretation of reports
• Assists other coordinators with entering gifts and/or biographical data as needed during peak periods

• Follows processes and procedures for compliance with Family Education Rights and Privacy Act (FERPA), National Automated Clearing House Association (NACHA), Payment Card Industry (PCI), Identity Theft procedures and university policies
• Ensures compliance with legal and professional standards, including IRS substantiation and disclosure regulations, CASE management and reporting stands, FASB accounting standards, matching gift program policies and giving societies and other professional and institutional standards and practices
• Assists with data integrity and enhancement processes and in conducting internal audits of data entry, gift processing, and gift classifications
• Assists senior level staff with researching current legislation and compliance regulations on a wide variety of compliance practices, and participates in the review of revisions and refinements to existing policies and procedures to ensure compliance and efficiency
• Researches and helps prepare training for the university community on appropriate business processes and university compliance guidelines
• Participates in testing of enhancements to Arach Net (Blackbaud CRM)

• Completes special projects as assigned
• Prepares and distributes adhoc donor gift reports to leadership
• Performs other related duties as assigned

Contacts are primarily within the department or function with occasional cross-functional interfaces. Some limited external customer contact on routine matters.

None

Office environment

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Ability to interpret, analyze, and advise on the application of compliance laws and regulations in employment and academic settings
• Strong problem identification and solution skills, as well as strong organizational skills
• Ability to handle complex and multiple tasks
• Ability to work effectively under stress and adhere to tight deadlines
• Maintain confidentiality in the handling and dissemination of highly sensitive information
• Skilled in use of personal…