Office & Admin Special Senior

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Office & Admin Special Senior

Institution:

Winona State University

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Winona

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

1. Administer the time-sensitive and confidential process of receiving, analyzing, allocating, entering and receipting all charitable donations and pledges to the Winona State University Foundation on a sophisticated relational database (Raiser’s Edge).Maintain the confidentiality of donor and prospect data.

• Interpret and apply IRS, CASE (Council for Advancement and Support of Education), and WSU Regulation 6-1 (Gift Processing and Scholarship Procedure) guidelines to analyze, classify and record charitable contributions to WSU Foundation (WSUF).
• Determine the appropriate gift classification and allocation for all donations by analyzing the Raiser’s Edge database (fund records, contact reports, transaction records); researching donor documentation, donation pages, websites, and other printed and electronic solicitation messaging; consultation with development staff and other members of the campus community.
• Determine appropriate credit is given to all associated donors, in alignment with the gift documentation provided, and in compliance with IRS regulations, CASE guidelines and department policies.
• Coordinate with Director of University Advancement Finance, Annual Fund Director, and development staff to establish and implement industry standards for the development of new Campaign records, Appeals records, Funds records and package benefits.
• Manage online and electronic third-party donations platforms to retrieve donation data.The number of companies using EFTs for donations and matches is increasing exponentially: (1) Review, analyze and import information from all online and electronic donation streams (i.e. Blackbaud Merchant Services, Net Community, GiveCampus, SWIFT, CyberGrants, Benevity, EasyMatch, DonateWell, YourCause, Network for Good, Amazon, Facebook and third party matching gift agencies, etc.); (2) Develop and edit import donation templates using an outside application (i.e., ImportOmatic); (3) Determine, document and utilize the unique credentials, data retrieval methods, websites, and tax receipting requirements for each online donation stream.
• Manage the unique requirements of specialized gift types which includes but is not limited to: (1) WSU Payroll Deductions – Create, amend and maintain records of charitable donations through WSU payroll deduction installment pledges.  Analyze and reconcile payroll deduction reports against database transactions for errors in starting, adjusting, or stopping deductions in a timely manner.  Communicate and collaborate with WSU Payroll Office and donors to clarify requests and resolve issues; (2) Corporate Matching Gifts - Create new Matching Gift company Raiser’s Edge records, update biographical data and manage records.  Research and understand each company’s unique regulations regarding matching donations limits, qualifications and exclusions.  Prepare gift verification with supporting documentation: (3) Letters of Intent (multi-year pledges) – Coordinate with Directors of Development and the Donor Relations Lead to ensure accurate installment and reminder schedules.  Process and record documentation; (4) Stock Transfers – Coordinate, document and receipt the stock transfer between the donor, broker, fundraiser, and the bank trust officer.  Communicate with development staff to ensure timely acknowledgement of the gift; (5) Provide and document specialized receipting and data entry as per IRS guidelines.  Coordinate with Development colleagues to obtain details and acknowledgement letters; (6) Gift Annuities & Donor Advised Funds – Use IRS guidelines to identify the donor, the soft credit recipient, and apply appropriate tax receipting and acknowledgements; (7) Memorial and Honor Tributes – Collaborate with the Donor Relations Lead to capture the donor’s intent and ensure notification is sent to the honoree or their family.  Establish tribute and memorial attributes and relationships; (8) Estate Trust Gifts – Establish record data and capture trust documentation for tracking donor’s bequest to WSU to ensure ongoing recognition of the donor’s generosity and appropriate gift crediting; (9) Manage the unique requirements of specialized programs which include, b