Gift Processing Specialist

Gift Processing Specialist

Job no: 527908
Work type: Staff
Location: Humboldt
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Probationary, Fundraising & Alumni Relations, Full Time, On-site (work in-person at business location)




Gift Processing Specialist

Alumni Relations
Job #527908
First Review Date: Wednesday, June 14, 2023

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #527908) Administrative Support Coordinator II, Gift Processing Specialist, Salary Range: $3,681 - $6,034 monthly. Hiring Range: $3,681 - $3,865 monthly. Appointments are typically made at the beginning of the salary range. Salary is commensurate with qualifications and experience. This is a full-time, benefited non-exempt permanent position with a one-year probationary period in Alumni Relations. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

The Gift Processing Specialist is responsible for the processing of charitable gifts and the entry of accurate donor data which is critical for donor and alumni relations. This position is responsible for the daily upkeep of records in Raiser's Edge including, but not limited to, the maintenance and addition of new constituents, i.e., parents, alumni, other donors, etc. Duties include appropriate documentation of transactions and accurate facilitation of a schedule of donor communications. Communications pertain to pledge reminders, a range of gift acknowledgments and receipts, as well as major gift Thank You letters. This position interacts collaboratively with on campus partners as well as external constituents so it's vital for the candidate to possess excellent customer service skills and interpersonal communication skills. This position will interact with donors on the phone and through email to field any questions they may have about their giving.

Key Responsibilities:

Gift Processing (40%)

Enter gifts daily into the donor database based on the data provided by the Gift Processing Center in accordance with CASE and IRS standards.

Use reasoning and critical thinking to ensure donor intent for each gift and seek more information if intent is not clear.

Perform various reconciliation processes to ensure accuracy of gift entry and donor intent.

Work closely with the Gift Processing Center to ensure cashiering and receipting are correct.

Gift Acknowledgment (20%)

Prepare, produce and send customized gift acknowledgments for each type of gift received.

Prepare, produce and send pledge reminders for all gift levels.

Report any gift receipting errors to the Alumni Relations operations team.

Work closely with the Alumni Relations team annually to update the language of acknowledgments.

Database Maintenance (20%)

Process returned mail and update donor records as necessary.

Assist in updating credit card information for donors in compliance with PCI policies.

Assist in operation data clean up projects such as donor record duplication, global imports and other needs as they arise.

Reporting (15%)

Support reporting for specific fundraising efforts and campaigns.

Create, manage and analyze reporting to help inform the division on charitable giving to the foundation using CASE and CSU standards as needed.

Duties as Assigned (5%)

Knowledge, Skills, and Abilities Associated with this Position Include:

Excellent customer service skills.

Contribute to maintaining positive office morale, even in the face of high work volume and challenging periods.

Ability to draft and compose correspondence and standard reports.

Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

Must be attentive to detail and work effectively independently as well as within a team environment.

Confidentiality and discretion essential.

Ability to work effectively in a large, complex, dynamic, and sophisticated organization.

Microsoft Office Suite including dynamic word merges.

Ability to interpret and apply policies, laws and regulations governing charitable giving.

Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.

Experience with relational databases (preferably Raiser's Edge).

Ability to efficiently contribute to multiple projects, set appropriate priorities and meet competing deadlines.

Use logic and reasoning to identify opportunities for alternative solutions, conclusions or approaches to challenges.

Demonstrated sensitivity to cross-cultural perspectives and experiences.

Minimum Qualifications:

• Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
• Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

General knowledge and skills associated with donor relations and foundational knowledge of public administration principles, practices and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience.

An undergraduate degree

Experience working with relational databases (preferable Raisers Edge)

Experience working in nonprofits or higher education

Knowledge of financial data, accounting and reporting

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

Letter of Interest

Resume or Curriculum Vitae

Contact information for at least three professional references

Application Deadline: The deadline to submit application materials for first review is 11:55 p.m. on Wednesday, June 14, 2023. This position is open until filled.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt's Human Resources Office at (707) 826-3626.

Cal Poly Humboldt sits on the traditional homelands of the Wiyot people in what is currently called Arcata, CA. The Wiyot people call the area Goudi'ni (over in the woods). Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: May 31, 2023


Advertised: 31 May 2023 Pacific Daylight Time
Application Closes: Pacific Daylight Time

To apply, visit https://careers.humboldt.edu/hm/en-us/job/527908/gift-processing-specialist

jeid-a601a898d7ed9147978421208e9cc5a2