Funds and Records Operations Analyst

CSU Careers•San José, CA

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 serves as an operational link among University Advancement teams, external partners, and the Tower Foundation of San José State University, administering gift documentation, fund creation, and donor-restriction compliance. The Analyst coordinates gift agreements, establishes 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 gift processing and data entry. The position also supports team inbox requests, troubleshooting, and communications.

Requirements

Bachelor's degree and/or equivalent training.
Two years of administrative work experience involving study, analysis, and/or evaluation that led 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.
Demonstrated 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 enterprise office suites such as Microsoft Office and Google Workspace.
Strong quantitative and analytical ability to review data, identify trends and inconsistencies, and implement corrective strategies.
Excellent verbal and written communication skills, including the ability to explain complex financial records, historical precedence, and technical guidelines to nontechnical stakeholders, donors, and university personnel.
Exceptional attention to detail and a demonstrated ability to maintain accuracy while performing complex work in a fast-paced environment.
Ability to communicate professionally and respectfully with constituents.
General awareness of emerging technologies, including artificial intelligence, and willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.

Nice To Haves

Bachelor’s degree from an accredited four-year college or university, or equivalent combination of education and experience.
Two to five years of direct experience in advancement services or public nonprofit administration.
Experience with fund accounting, budget reconciliation, or financial tracking, preferably in nonprofit 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 reviews and approvals, and ensuring donor restrictions and institutional requirements are accurately reflected across 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 other division partners.
Oversee non-scholarship funds, ensuring compliance and communicating with donors, the Tower Foundation, and cross-functional partners.
Administer the main online giving platform, including adding funds, updating receipt information, managing permissions and data, supporting 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, assess documentation, determine appropriate disposition under established policies, and coordinate resolution across systems and entities.
Prepare, review, and process inter-entity transfers and adjustments, including fund reclassifications and check requisitions.
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 constituent records, including biographical, relational, employment, and demographic information for alumni, donors, and prospects.
Support requests, troubleshooting, and communications in team inboxes.
Provide backup operational gift processing and entry during peak donation periods or staff absences.