DEVELOPMENT - Gift Records Administrator

Job Classification

  Hourly Full-time (35-40)

Position summary

The Gift Records Administrator processes all pledges and donations received by the University and maintains the integrity of the donor financial records of the University.  Processing tasks include receiving, recording, receipting, acknowledging, depositing funds, and maintaining critical gift accounting records.  The unique skills that are required of the Gift Records Administrator help to ensure the integrity of the gift-related financial data of the University.  This Administrator reports to the Associate Vice President for Development.

Qualifications summary

The Gift Records Administrator must be extremely organized and detail oriented so that donor intent is met regarding allocation, amount, and degree of anonymity, and that all gifts are documented completely (within 24-48 hours of receipt), correctly, and are ready for entry into the Andrews University Banner system.  The Gift Records Administrator will work as part of a team to engage in strategic and purposeful use of the database system to strengthen development practices.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

1.  Prepare and organize all gifts, pledges, and matching gifts.  Verify donor intent is met regarding allocation, amount, and degree of anonymity, and that all gifts are documented completely, correctly, and are ready for entry into the Andrews University Banner system.
2.  Enter all gifts, pledges, and in-kind gifts into donor software within 24-48 hours of receipt of gift.  Prepare and submit deposit for Cashier's Office daily.
3.  Consistently demonstrate sound judgment and discretion with confidential information.
4.  Learn donor names and faces; make connections to assist with deepening individual relationships with donors.
5.  Work as part of a team to engage in strategic and purposeful use of the database system to strengthen developmen practices.
6.  Track event rsvp's in database system for development functions.
7.  Contact, as needed, campus departments and/or donors to obtain information, or resolve questions pertaining to donations as required to ensure accurate and complete processing.
8.  In accordance with established policies and procedures, set up gifts in batches to enable efficient gift entry, receipting, and acknowledgment.
9.  Enter credit card gifts and post to system.  Prepare deposit for Cashier's Office daily.
10.  Maintain biographic data records for matching gift companies (firm address, acknowledgment address, contact person, corporate hierarchy).  Monitor company matching gift policies.  On a regular basis, review paper files for unpaid claims; contact companies to clear claims as needed.
11.  Process all Gift in Kind donations in an accurante, efficient and timely manner.
12.  Assist in maintenance of constituent biographical information, including address, phone, and employment records on individual donors as submitted by donors.
13.  Establish and maintain excellent working relationships with all staff and donors. 
14.  Research and promptly respond to requests for information on all aspects of gift accounting, as directed.
15.  Assist in maintaining the gift accounting system to ensure accuracy and usability of the data by keeping current on software training, identifying any data problems or errors, forwarding software, and reporting problems to Banner systems support person.
16.  Assist with annual external audit and internal audit as required.
17.  Maintain adequate supplies of material necessary for gift processing.
18.  Generate thank you letters to donors and assure they meet IRS guidelines.
19.  In order to comply with Andrews University and IRS standards, assist in ensuring that gift and pledge records are accurately filed and maintained in electronic document management system.
20.  Other tasks and special projects as directed.
 

Supervisory responsibilities

The Gift Records Administrator may supervise a student worker who will assist in general office duties (as directed by the Gift Records Administrator).

Qualifications

1.  College degree preferred.
2.  Accounting and/or bookkeeping experience.
3.  Data entry proficiency.
4.  Ten-key entry proficiency.
5.  Highest degree of accuracy.
6.  Extremely detail oriented.
7.  Ability to work with minimum supervision after intitial training period.
8.  Ability to work under pressure while maintaining quality of output.
9.  Ability to deal effectively with alumni and donors, co-workers, and the general public.
10.  Proven skills in interpersonal communications and ability to communicate clearly in written and verbal form.
11.  Proven proficiency in Microsoft XP Office Suite (Excel, Word, internet).
12.  Proficiency with complex Word merge procedures.
13.  Strong analytical and organizational skills.
14.  Knowledge of relational databases.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

1.  Proven proficiency in Microsoft XP Office Suite (Excel, Word, Internet).
2.  Proficiency in Banner data system.
3.  Ten-key entry proficiency.
4.  Data entry proficiency.
 

Interpersonal interactions

1.  Must be consistently friendly and helpful to anyone who calls or stops by the office. 
2.  Must be a team player and work collaboratively with all development colleagues and advancement colleagues.

Physical demands

On occasion, the Gift Records Administrator may need to lift a box (old records) that weighs 25 lbs.

Work environment

The work environment is quiet with excellent lighting.  There is work space for all that is required for this job.