Coordinator, Gift Administration

Pay Grade: 28E

Context of the Job:

The purpose of the Development and Alumni Relations team at the university is to: Create an unrivaled engagement and donor experience to secure philanthropic resources that advances the mission of the university for generations to come.

Under the general direction of DAR’s Senior Director of Gift Administration and Data Management, the Gift Coordinator focuses on cash management, leads office administrative duties, and expedites responses to donors and colleagues in the department and university. The Gift Coordinator works with colleagues to strengthen processes and facilitate change in an orderly way. The team supports periodic audits of the University for all gifts, pledges, and payments as requested by the internal and external auditors.

Major Responsibilities:

· Cash Management Lead:

· Coordinate cash management for gift administration, including assurance of the following:

· Receive inbound mail and deliveries according to established processes.

· Adeptly use PCI-compliant credit card charge devices and associated information systems.

· Execute certain banking transactions.

· Follow the department's best gift-processing practices by adhering to protocols and being attuned to the inter-connected, time-sensitive aspects of the gift-recording process.

· Coordinate with colleagues, UD Treasury Services, and others to facilitate the transfer and recording of all types of gift tender.

· Support the completion of routine and special-purpose financial transactions within UD platforms.

· Support inquiries by leadership and internal or external auditors.

Administrative Duties Lead:

· Coordinate a work schedule that assures adequate resources for segregated financial duties.

· Collaborate with gift batching and recording functions to plan for periods of varying processing volume, assisting, as needed, in performing core gift-recording functions according to department standards.

· Maintain a supply of materials, tools, and equipment for successful department operations.

· Coordinate with and visit the bank and UD departments to ensure operational efficiency.

· Prepare proposals for necessary department spending and shepherd them through appropriate approval and UD procurement channels.

· Coordinate or complete receipt and pledge-reminder production, receipt reprints, year-end giving summaries and other needs.

· Resolve or assist in resolving process or procedural problems or documentation.

· Escalate issues to the proper authority as needed.

· Perform miscellaneous job-related duties as assigned.

Regulatory Compliance:

· Using independent judgment, process, review, and analyze reports and documentation to ensure conformance with legal guidelines and regulations and alignment with university policies and industry best practices, resolving non-routine problems.

· Provide receipts to donors in compliance with IRS regulations and UD policy.

· Adhere to CASE/NACUBO guidelines in producing official gift figures for the university.

Qualifications:

· Associate's degree and three years related experience, or the equivalent combination of education and experience. Bachelor’s degree in Business Administration, or financial, technical, or related field preferred.

· Highly detail-oriented with proficiency in performing complex tasks.

· Capacity to exercise sound judgment in accordance with policies and procedures.

· Ability to think critically and make decisions for individual transactions or larger data sets.

· Excellent customer service and communication skills.

· Proficiency in expediting solutions collaboratively within or outside the team.

· Ability to seamlessly adapt to varying workloads.

· Possesses intermediate spreadsheet and word processing skills. Competent at navigating databases. Prepared to use financial platforms, Adobe, MS Office, and G-Suite.

· Hands-on experience with electronic information systems, such as financial accounting systems or customer relationship management systems.

· Discretion in processing confidential information accurately and professionally.

· Professional experience in gift administration or university development, including gift-related items (receiving, processing, depositing, and reporting of gifts, pledges, payments, and adjustments) and fundraising processes preferred.

· Familiarity with policies and procedures for gift acceptance and recording, and applicable federal and state regulations preferred.

· Broad knowledge of university systems, including PeopleSoft, CashNet, and Advance preferred.

· Expertise in Salesforce CRM for higher education advancement preferred.

· Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

· Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Special Requirements:

· This position is designated as essential and is anticipated to have at least two scheduled working days during the university’s winter holiday break.

· The in-office administrative needs of this role may require more than the current department model of three days in-office per week.