Gifts and Records Coordinator

POSITION CODE: 7487

DEPARTMENT/ADMINISTRATION: Advancement

POSITION: Staff, Non-Exempt, Full-time (40 Hours)

SALARY RANGE: $19.00 – $21.00 Per Hour

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: Six (6) Months 

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE

POSTING DATE: March 4, 2025

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

Reporting to the Senior Director of Advancement Operations, the gifts and records coordinator plays a key role on the advancement operations team ensuring that the highest levels of accuracy, quality, efficiency, data security, and data integrity are met; and adhering to IRS regulations and Payment Card Industry (PCI) compliance. The incumbent will be responsible for accurately updating constituent records including biographic information as well as marking records as deceased. The gift and records coordinator will also serve as the primary backup for gift entry in the event the gift processor is out.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

Records duties and responsibilities include, but are not limited to:

• Primary phone contact for Advancement Operations, professionally and politely answering the main advancement services line and fielding basic questions or taking messages; routing incoming calls; etc.
• Collect mail and any contributions outside Advancement Services.
• Adhering to data integrity standards and approved procedures, updates constituent information and relationships in the central database from various sources, including website, membership lists, and response devices.
• Create, update and merge constituent information when needed.
• Perform weekly audits for constituent record duplicates, errors, and outdated information.
• Work with various campus offices to update student, alumni, and employee data.

Gifting Responsibilities:

• Serves as backup gift processor during times of high volume or when the gift processor is out.
• Assists the gift processor by coding direct mail contributions, identifying and notating the campaign, fund, and donor codes to streamline efficient gift processing, and becoming fully cross-trained to step in and enter gifts and pledges as needed during times of high volume.
• Posts gift transactions to the database daily and prepares bank deposits and reports for the Finance Office.
• Reconciles and balances transaction batches for submission to the general ledger, transfers files, and accompanying reports to the Business Office.
• Checks the advancement operations safe daily for credit cards, check, and cash gifts that need to be coded and entered into gift sessions.
• Posts gift transactions to the database daily and prepare bank deposits and reports for the Finance Office.
• Reconciles and balances transaction batches for submission to the general ledger, transfers files, and accompanying reports to the Business Office.
• Performs adjustment transactions, corrections, and write-offs.
• Proactively collaborate with Advancement and Business Office team members to develop and implement procedures that ensure accurate and timely processing of gifts and pledges, resulting in timely reporting.
• Serves as liaison to the Finance Office for internal audits.

Miscellaneous:

• Participates in the success of all-hands-on-deck events and activities which may include, but are not limited to: Homecoming weekend, Alumni weekend, Commencement, and other alumni/university events as needed.
• Perform other duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• Bachelor’s degree preferred; high school diploma with 2 – 5 years of related work experience
• General knowledge of accounts receivable and standard accounting practices, or bookkeeping experience is useful.
• Administrative computing software experience with a complex database is essential.
• Advanced level skills in Microsoft Office software required.
• Proven ability to set priorities, perform multiple tasks simultaneously and meet strict deadlines.
• Understanding of charitable giving IRS guidelines and PCI Compliance preferred.
• Ability to handle highly confidential information with discretion.
• Demonstrated organizational skills, customer service orientation with an ability to prioritize, manage and complete multiple tasks under time sensitive deadlines.

Knowledge and Skills:

• Strong attention to detail with a focus on data accuracy and integrity.
• Experience with gift processing, financial reconciliation, and databases.
• Proficiency in Microsoft Office and administrative computing software.
• Knowledge of IRS charitable giving regulations and PCI compliance.
• Excellent problem-solving, communication, and customer service skills.
• Ability to handle confidential information with discretion.
• Strong multitasking, time management, and organizational skills.
• Team-oriented with adaptability to support various roles and events.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 10 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range considers the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

FOR MORE INFORMATION VISIT

Human Resources (redlands.edu)

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Salary : $19 - $21