Gift Processing Coordinator (Administrative Support Coordinator II), University Advancement - Advancement Services

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.

Duties and responsibilities

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.

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
  
  

Compensation and Benefits:

Anticipated Hiring Range: $4,500 - $4,917 per month

Classification Salary Range: $4,058 - $6,653 per month

The salary offered will take into account internal equity and experience among other factors.

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here .

Position Information:

Full-time Non-Exempt Probationary

Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.

Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.

This position is a "designated position" in the California State University's Conflict of Interest Code. The scope of responsibilities for this position includes making or participating in decisions that may have a material financial benefit to the incumbent. Therefore, the individual holding this position is required to file an initial Conflict of Interest: Statement of Economic Interests ("Form 700") within thirty (30 days) from the date of hire and on an annual basis. In addition, the individual holding this position must complete the required conflict of interest training within thirty (30) days of their appointment and at least once during each consecutive period of two calendar years following the appointment, subject to the Fair Political Practices Commission regulations.

The application deadline is: February 07, 2025

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Drivers License Check

Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

Mandated Reporter

The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu .

Smoking

CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/ .

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

Advertised: Jan 22 2025 Pacific Standard Time
Applications close: Feb 07 2025 Pacific Standard Time

Closing Date/Time:

• 

• California State University, San Bernardino (CSUSB)

• (909) 537-4388

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