Funds and Records Operations Analyst

California State University • San Jose, CA

3d • $5,709 - $5,940

About The Position

The Funds and Records Operations Analyst supports the integrity, accuracy, compliance, and effective administration of philanthropic funds, gift agreements, and constituent records within University Advancement at San José State University. The role connects University Advancement teams, external partners, and the Tower Foundation of San José State University, evaluating, interpreting, and administering gift documentation, fund creation, and donor restriction compliance.

The Analyst coordinates gift agreement administration; establishes new funds in the philanthropic database; manages the philanthropic clearing account; supports deposit reconciliation; executes pledge reminders and tax receipts; and conducts ongoing data health and quality assurance audits. During peak donation periods or staff absences, the position provides backup operational gift processing and entry.

Requirements

• Bachelor's degree and/or equivalent training.
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Knowledge of, or ability to quickly learn, charitable giving policies, counting rules, and regulations set by the IRS, CASE Reporting Standards, AASP, and CSU Chancellor’s Office guidelines.
• Experience with business process operations, workflow optimization, or developing standard operating procedures in an administrative or higher education environment.
• Ability to manage competing deadlines, adapt calmly in a dynamic environment, and independently organize workflows to meet operational milestones.
• Proficiency with complex relational advancement CRM databases such as Salesforce, Blackbaud, Ellucian, or Affinaquest, and standard office suites such as Microsoft Office or Google Workspace.
• Strong quantitative and analytical ability to review data, identify operational trends and inconsistencies, and implement corrective strategies.
• Excellent verbal and written communication skills, including explaining complex financial records, historical precedence, and technical guidelines to non-technical stakeholders, donors, and university personnel.
• Strong attention to detail and demonstrated accuracy when performing complex work in a fast-paced environment.
• Ability to communicate professionally and respectfully with constituents.
• General awareness of emerging technologies, including AI, and willingness to develop skills in their appropriate, responsible, and ethical use in higher education, consistent with institutional policies and practices.

Nice To Haves

• Bachelor’s degree from an accredited four-year college or university, or an equivalent combination of education and experience.
• Two to five years of direct experience in advancement services or public non-profit administration.
• Experience with fund accounting, budget reconciliation, or financial tracking, preferably in non-profit or higher education settings.
• Experience working within the California State University system or a large public higher education auxiliary or foundation environment.

Responsibilities

• Analyze and administer the full lifecycle of gift agreements, checking documentation for completeness, identifying discrepancies or compliance issues, coordinating review and approvals, and ensuring donor restrictions and institutional requirements are accurately reflected across advancement and financial systems.
• Maintain central archives of finalized gift agreements, MOUs, pledges, expectancy gifts, and governing documentation in Blackbaud CRM and the shared drive.
• Coordinate distribution of gift and fund details to the Tower Foundation, Financial Aid and Scholarships Office, colleges, and division partners.
• Oversee non-scholarship funds, ensuring compliance and communication with donors, the Tower Foundation, and cross-functional partners.
• Administer the main online giving platform, including adding funds, updating receipt information, managing permission levels, data, and system integration, and communicating with partners.
• Ensure donor intent, criteria, and financial account mappings are accurately captured and updated across advancement and financial systems.
• Research ambiguous transactions, evaluate documentation, determine appropriate disposition under established policies, coordinate resolutions across systems and entities, and liaise with partners to confirm intent.
• Prepare, review, and process inter-entity transfers and adjustments, such as fund reclassifications and check requisitions, to ensure accurate and timely fund transfers.
• Support weekly, monthly, and year-end deposit reconciliation by assembling documentation and maintaining auditable transaction logs.
• Administer pledge reminder schedules, track outstanding balances, and coordinate updates with fundraisers and donor relations.
• Update alumni, donor, and prospect constituent records, including biological, relational, employment, and demographic attributes.
• Coordinate requests, troubleshooting, and communication in team inboxes.
• Provide backup operational gift processing and entry during peak donation periods or staff absences.

Benefits

• Comprehensive employee benefits package typically worth 30–35% of base salary; specific benefit programs are referenced in the Employee Benefits Summary.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level