Gift Processing & Records Management Analyst

Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: Up to $4,166

Work Hours: Monday - Friday, 8:00am - 5:00pm



THE DEPARTMENT:

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations, and foundations to develop relationships that will foster and stimulate giving to the university. The office the Vice President of University Advancement oversees the offices of development, alumni and external relations, advancement services and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations which serves as the official entity to receive and manage all contributions to the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES:

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.