Job Details

Gift Processing & Records Management Analyst

Apply now Job no: 545108
Work type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Gift Processing

• Enter complex gifts with significant attention to detail; manage a high volume of routine tasks; interpret and apply policies and procedures independently; use judgment and discretion when precedents don't exist.
• Enter gift data and receipt gifts in an accurate and timely fashion.
• Analyze gifts to determine and code the appropriate campaign, funds and appeals.
• Record gifts (cash, gift-in-kind, stock transfer, pledges, planned gifts) into the database; update biographic and demographic information, and enter all relevant information to accurately transmit gift information to the foundation.
• Act as backup to the Gift Processing Data Entry Assistant for retrieving and entering all gifts, membership payments and event payments made online; may require use of personal automobile.
• Ensure the accuracy and timeliness of donor tax receipt letters authorized by the University Advancement Vice President.
• Regularly communicate with the foundation and other campus staff to clarify any issues or questions about the acceptance of gift form, reports and deposits related to gift entry.
• Safeguard the confidentiality of departmental, office administration and donor information by exercising good judgement in communicating information to faculty, students, staff, in the handling of internal requests and through compliance with foundation, campus and CSU policies regarding handling of money.
• Follow up on unknown gift designations with the appropriate department or staff and communicate with the Gift Processing Specialist on adjustments to gifts as needed, especially those held in Suspense.
• Handle a broad range of operational and procedural office and administrative problems which may at times require research, analysis, and evaluation of information to be solved. Ingenuity in developing solutions is required to complete these functions.
• Make bank deposits using desktop check scanner. Log out the deposited checks from Cash Handling log and maintain accurate digital records of deposits. Maintain proper storage and secure disposal of deposited checks.
• Assist the Gift Processing Specialist in creating and editing on-line gift entry forms. Build and maintain basic skills in using tools for on-line gift entry form creation and editing.
• Provide operations support to the department by greeting guests, receiving deliveries, and processing mail as needed.

Reconciliation and Reporting

• Performs the first pass of the monthly reconciliation process. Researches and analyzes anomalies; appropriately escalates findings to the Gift Processing Specialist and respective campus accounting partners. Collaborates with others to resolve all discrepancies.
• Produces a draft of the reconciliation report and, with review and approval from the Gift Processing Specialist, routes to the Executive Director of Advancement Services for signature approval.
• Runs and distributes routine, monthly, quarterly, annual business gift reports to inform frontline fundraisers and management in strategic decision-making. Reviews and investigates results to ensure accuracy prior to distribution. Notifies the Gift Processing Specialist of reporting issues and collaborates to resolve them. Assists in answering questions about the reports.

Matching Gift Processing

• Act as administrator for the Cal Poly Pomona Matching Gift Program – which is a large scale, complex project with broad visible impact.
• Use and maintain the matching gift portal and related tools.
• Review/confirm all matching gifts.
• Create matching gift pledges in the donor/alumni database.
• Ensure timely follow up on matching gift opportunities.
• Approve/deny all matching gifts by verifying receipt of donor gift and compliance with program rules as requested by the company/foundation.
• Ensure proper designation of donor/corporate gift.
• Communicate with individual donors and companies/foundations concerning eligibility of gifts.
• Acknowledge all matching gifts.
• Identify and communicate with potential matching gift donors to stimulate new and increased matching gifts.
• Maintain matching gift company records in the donor/alumni database.
• Keep informed about corporate mergers, take-overs and dissolutions to appropriately update the donor/alumni database.

Maintenance of Records

• Enter data to contribute to a database that is accurate, complete, and reliable to support the mission of University Advancement.
• Create new constituent records as needed; minimize the creation of and accurately delete duplicate records.
• Research and regularly maintain constituent and gift records in the donor/alumni database by running maintenance queries and updating records, including data imports, proactively and as requested.
• Complete various data update projects including large scale, complex projects requiring extensive research and broad understanding of the database, recordkeeping, and reporting as assigned by the Gift Processing Specialist or HEERA Manager.

Policy and Procedures Documentation

• Independently and collaboratively evaluate, create and improve policies and procedures within Advancement Services and across departments within University Advancement; examples include deceasing records, merging records, matching gift handling, soft credit gift handling, etc.
• Write training materials and train others in use of donor/alumni database, and act as a resource for database users who have questions or problems regarding gift records, constituent records, or policies and procedures.
• Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Effectively handle interpersonal interactions at all levels and handle highly sensitive information.

QUALIFICATIONS:

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Three years of philanthropic gift-processing experience
• Knowledge of and demonstrated experience in applying IRS rules and CASE Reporting Standards pertaining to gift accounting.
• Ability to gather, compile and analyze data to make decisions regarding gift entry and assigning tax credits.
• Excellent interpersonal communications skills to be able to effectively communicate with campus partners regarding gift processing and database-related questions.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence's website.

Advertised: Feb 06 2025 Pacific Standard Time
Applications close: Feb 20 2025 Pacific Standard Time