Job Summary / Basic Function
As a key member of the Millersville University Development team providing gift processing and data support, the Gift Records and Research Fiscal Technician serves as a knowledgeable and efficient resource for daily gift processing and data updates to ensure data accuracy in all aspects of private support to Millersville University and the Millersville University Foundation. Processing annual gifts of $8 – $15 million and producing donor acknowledgements and regular reports, this position works closely with the Advancement Information Services Team to ensure timely reporting.
Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6, students to find their path. Approximately one thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66, alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.
Annual Salary : $44,.00, plus comprehensive benefits starting on the first day of employment, including :
- Health insurance
- Dental insurance
- Vision insurance .
- Group life insurance
- Voluntary Group Life and Accident Insurance – available for purchase
- Long Term Disability Insurance – available for purchase
- Retirement
- Tuition waiver
- Vacation leave
- Personal leave
- Sick leave
- Holiday leave
The State System Employee Benefits Summary can be found at EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply. Duties and Responsibilities
Responsible for posting and maintaining official University and Millersville University Foundation gift documentation and complying with all applicable gift accounting procedures, which includes : Receiving and recording financial contributions to the University and to the Millersville University Foundation, maintaining restricted and unrestricted fund and endowment records.Executing timely updates of data on individual records in database with information received when gifts and pledge commitments arrive.Preparing and distributing gift receipts and proper acknowledgement correspondence to donors in compliance with IRS regulations.Preparing and acknowledging receipt of matching gift funds to donors as well as maintenance of related system information.Updating pledge adjustments and write-offs; tracking and collecting overdue pledge balances.Producing timely pledge reminders, using the capabilities of the information management system, and preparing them for distribution to donors.Coordinating communications and disseminating gift and new fund creation information to appropriate University Offices.Submitting electronic deposit forms and check copies for University financial contributions via Imaging software system (OnBase) and actual cash deposits and gift posting documents to the Office of Student Accounts for both University and Foundation gifts.Providing information to the Office of Student Accounts and Accounting Office regarding gift posting to assure compatible record keeping.Assembling information necessary for Payroll Office personnel to process employee gifts made via payroll deductions and coordinate posting of these gifts with Accounting Office.Providing information to Departments / Schools regarding specific gifts given, such as amount of gift, fund number and information on how to expand gift acknowledgement such as account numbers and acknowledgement information for donors.Responsible for developing formats for accurate, specific annual reports, which involves : Extracting database information regarding donors and gift summaries for solicitation efforts and campaign progress.Extracting individual or group financial records from the database for Annual and Capital campaign solicitation or reporting needs.Extracting gift information requested by Advancement personnel, which may require the use of a query program to develop reports.Train and supervise student workers on gift acknowledgement correspondence and updating pledges and general donor information using University’s information management system.Establishes procedures to record, update and track donor information gathered during solicitation programs.Maintains donor filing system in OnBase for gift / pledge documentation.Office Procedures : Responsible for posting and maintaining official University and Millersville University Foundation documentation of gifts and assuring compliance with gift accounting procedures. Address and reconcile discrepancies as required. These procedures are designed to be an audit checkpoint for the development officers. Receive, post and process financial contributions to the University and to the Millersville University Foundation maintaining restricted and unrestricted fund records and endowment gift agreement records. These gift records must be reconciled with the University’s financial records. Responsible to submit actual cash deposits and documentation of gift posting to the Office of Student Accounts. Responsible for reporting and developing formats for specific reports on a weekly, monthly, and quarterly basis and providing information on donor and gift summaries for campaigns. Establish and execute procedures for maintaining and documenting financial information on gifts, short-term and long-term pledges and corporate matching gift programs.Produce gift information requested by Advancement personnel, which may require the use of a query program to develop reports. Responsible for receipts and proper gift acknowledgement correspondence to donors for IRS purposes and to inform University departments. Produce pledge reminders, using the management information system capabilities, in a timely manner and prepare for distribution to donors. Train and supervise student workers on gift acknowledgement correspondence and updating pledges and general donor information on campaigns using the University’s Management Information System.Database Management : Responsible for updating and maintaining financial and individual constituent records on database in coordination with the Advancement Information Services staff. Execute timely update of data on individual records on database with information that may become known when gifts arrive. Extract individual or group financial records from database for Annual and Capital campaign solicitation or reporting needs. Generate financial report information on campaigns using query programs and spreadsheets to design reports. Develop and maintain detailed documentation of all computer and office procedures. Responsibilities include keeping current regarding best practices for gift accounting and data systems used through participation in list serves and participating in other professional development opportunities (ex. : Banner Summit conferences, PABUG, etc.).Communications : Provide donor gift information for Advancement team needs. Assemble and provide information to Payroll office necessary for that office to process employee gifts through payroll deductions and coordinate posting of these gifts with accounting office. Initiate and provide information to the Office of Student Accounts and the Accounting Office regarding gift posting to assure compatible record keeping. Provide information to Departments regarding specific gifts given, including amount of gift and fund number; also provide them with information on how to expend and acknowledge gifts. Responsible for keeping records of these gifts for potential contact with donors, their employers and others regarding specific clarification of gift intention or matching gifts.Other Reports : Prepare fiscal records and donor records for official University and Foundation annual reporting of gifts to the public. These reports include but are not necessarily limited to annual VSE report, calendar year end closing, fiscal year end closing, internal audit report data accumulation and presentation, Black and Gold Club and other gift club tracking, and fiscal record retention process.All other duties as assigned.Required Qualifications
One year as a Fiscal Assistant; OR three years of work involving the maintenance of fiscal or financial records, including one year of responsible work which involves the application of accounting or fiscal principles and practices and graduation from high school; OR one year of experience in maintaining and reviewing fiscal records and an Associate degree in accounting or business administration; OR any equivalent combination of experience and training.Ability to : perform detailed work involving written or numerical data.make arithmetical calculations.prepare financial reports.apply and adapt established methods to financial transactions.multitask.work independently.Maintain confidentiality.Excellent analytical, organizational, oral, written, interpersonal communication skills.Proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook.Attention to detail.Customer service experience.Evidence of a commitment to diversity, equity, and inclusion.Successful interviewSuccessful completion of three background checks.Preferred Qualifications
Bachelor’s degree.Experience with SAP or other automated accounting system.Experience with Blackbaud Raiser’s Edge and / or Financial Edge SoftwareExperience in higher education.Experience with Development Office and / or non-profit gift posting.
Salary : $8 - $15
