Gift Records Specialist

Job Description

Job Description

Schedule flexibility to include the options of part-time and full-time.

Job Summary :

Serves as a frontline point of contact for all donors to Drury University, and performs a variety of complex duties associated with the confidential gift processing function. Maintains and updates donor contact information, enters and maintains all gift records including processing contributions and non-gift payments, issues daily and annual gift acknowledgments, and manages pledge reminder process. Works with finance department to establish fund accounts, maintain processes for sharing gift data, reconcile monthly transactions, and process stock transfers. Creates both on-demand and regularly scheduled reports / data files relating to gifts and non-gift transactions. Maintains recognition listings and creates lists for donor recognition programs and processes. Completes annual CASE VSE reports.

Duties / Responsibilities :

This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation .

• Maintains a friendly and professional demeanor with all donors and coworkers.
• Maintains an up-to-date, working knowledge of computer software used in the office. Maintains particularly good knowledge of Raisers’ Edge in order to be able to input and retrieve information for the EVP and others. Maintains current knowledge of the functions of the office support staff in order to cross-train for back-up assistance when necessary.
• Receives and records all gift contributions made or transferred to Drury University. Manages the contribution from receipt to deposit including creating a gift batch, validating gifts to ensure the number / amount of gifts recorded equals the amount in hand; prepares summary report of the batch and validation processes, a pre-posting report that reconciles gift type with deposit account, and the general ledger post report transmitted to the business office with the contributions. Works with department leadership, donors, gift officers, and others to ensure compliance with IRS, CASE and university processes and procedures.
• Reviews each donor record for accuracy of the contact information and other relevant content prior to recording the donor’s gift information. Posts updated / correct information to alumni or donor records. Maintains accurate formatting of donor recognitions.
• Maintains official office budget accounts and all financial records for Advancement, verifying the accuracy of reports and printouts and assuring fiscal responsibility. Monitors expenditures in accordance with budgeted amounts, and reviews and authorizes purchase of supplies, services, and equipment within budget limits. Responsible for purchases for the department, check requests and expenditures requested by the office staff. Assists in organizing budget requests from departments for the annual budgetary process. Responsible for all credit card bills and overseeing their payment.
• Responsible for processing and maintaining records for transactions including pledges, planned gifts, tribute gifts, matching gifts, event fees and non-gift payments. Produces thank-you letters and gift substantiation forms and ensures those are proofed, routed, signed, scanned and sent to donors in a timely manner. Maintains a pledge reminder system to avoid delinquencies and to actively solicit payments on delinquent pledges.
• Responsible for issuing all tax and non-tax acknowledgement letters for gifts made to Drury University in a timely manner.
• Creates and maintains campaign, fund and appeal records for processing transactions. Works with finance department personnel to assign fund account information that accurately matches to finance department accounts. Prepares weekly and monthly status / progress reports on current activity. Also prepares transaction and donor reports on an as-needed basis. Reconciles transactions monthly with finance department.
• Organizes and provides gift data and documentation to support the effort to complete the annual audit. Organizes and compiles all gift information necessary to prepare the annual CASE voluntary support report, prepares the report and ensures that it is properly filed. Creates donor recognition listings for publication.
• Manages various database projects as assigned, including : Alumni Classnotes – oversees student workers to research, record and share within the department bi-monthly, and to prepare for publication online and in the Drury Magazine. Roll over graduates and parents each year into RE.
• Attends and participates in advancement and university events and activities both on and off campus, including evening and weekend events as directed and required. Completes other duties as assigned.

Required Skills / Abilities :

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. All job requirements listed indicate the minimum knowledge, skills, and / or ability deemed necessary to perform the job proficiently. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience :

Supervisory Responsibilities :

Assist with supervision of student workers. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Physical Requirements :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision. Must be able to travel to off-campus activities and to make off-campus deliveries. If driving, must possess a valid driver’s license and good driving record. The noise level in the work environment is usually quiet.

WORKING AT DU HAS ITS BENEFITS :