Gift Processing Specialist

Gift Processing Specialist

Department of Alumni Relations
Job #543411
First Review Date: Thursday, January 2, 2025

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #543411) Administrative Support Coordinator II, Gift Processing Specialist, Salary Range: $4,058 - $6,653 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Department of Alumni Relations. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

The Gift Processing Specialist is responsible for the processing of charitable gifts and the entry of accurate donor data which is critical for donor and alumni relations. This position is responsible for the daily upkeep of records in Raiser's Edge including, but not limited to, the maintenance and addition of new constituents, i.e., parents, alumni, other donors, etc. Duties include appropriate documentation of transactions and accurate facilitation of a schedule of donor communications. Communications pertain to pledge reminders, a range of gift acknowledgments and receipts, as well as major gift Thank You letters. This position interacts collaboratively with on campus partners as well as external constituents so it’s vital for the candidate to possess excellent customer service skills and interpersonal communication skills. This position will interact with donors on the phone and through email to field any questions they may have about their giving.

 

Key Responsibilities:

Gift Processing – 40%

• Enter gifts daily into the donor database based on the data provided by the Gift Processing Center in accordance with CASE and IRS standards.
• Use reasoning and critical thinking to ensure donor intent for each gift and seek more information if intent is not clear.
• Perform various reconciliation processes to ensure accuracy of gift entry and donor intent.
• Work closely with the Gift Processing Center to ensure cashiering and receipting are correct.

Gift Acknowledgement – 20%

• Prepare, produce, and send customized gift acknowledgments or receipts for each type of gift received.
• Prepare, produce, and send pledge reminders for all gift levels.
• Report any gift receipting errors to the operations team.
• Work closely with the Alumni Relations team annually to update the language of acknowledgment.

Database Maintenance – 20%

• Process returned mail and update donor records as necessary.
• Code deceased constituents in the database and ensure all communications are terminated.
• Assist in updating credit card information for donors in compliance with PCI policies.
• Assist in operation data clean-up pro