Gift Admin and Stewardship Specialist

Drury University•Springfield, MO

2d•Onsite

About The Position

Serves as a frontline point of contact for all donors to Drury University, and performs a variety of complex duties associated with the confidential gift processing function. Maintains and updates donor contact information, enters and maintains all gift records including processing contributions and non-gift payments, issues daily and annual gift acknowledgments, and manages pledge reminder process. Works with finance department to establish fund accounts, maintain processes for sharing gift data, reconcile monthly transactions, and process stock transfers. Creates both on-demand and regularly scheduled reports/data files relating to gifts and non-gift transactions. Maintains recognition listings and creates lists for donor recognition programs and processes for stewardship. Contributes to annual CASE VSE reports.

Requirements

Knowledge of relational databases and understanding of query and report writing preferred.
Proficiency in using Microsoft Word, Outlook and Excel.
Knowledge of business mathematics and very basic accounting procedures.
Demonstrates accuracy and thoroughness and monitors own work to ensure high quality. Extreme attention to detail is critical for this position.
Ability to handle deadlines and stressful situations in a calm, orderly and accurate manner in order to complete work on time and to deal with the public, donors, Alumni, and so forth.
Ability to set goals, prioritize and organize tasks and workload in order to complete assignments in a timely manner.
Excellent interpersonal communication skills are required including courtesy and tact in order to deal effectively with callers, visitors, Alumni and donors, and to provide information clearly and effectively.
Spelling, punctuation and grammatical skills, normally used in daily correspondence and publications.
Ability to travel to attend off-campus activities and to make off-campus deliveries.
Ability to have a professional and neat appearance for greeting visitors, Alumni, donors, trustees, and other members of the public.
Ability to solve problems, and think critically and independently for organizing and completing workload.
Ability to remember and recall details related to donors and gifts.
Ability to keep information confidential in order to protect donor, Alumni and gift information.
A minimum of a Bachelor’s Degree in accounting or a related field is required.
Two years related training and/or experience in an office environment and high-level ability and knowledge in working with data systems, preferably in a fundraising environment; or equivalent combination of education and experience.

Nice To Haves

Knowledge of relational databases and understanding of query and report writing preferred.

Responsibilities

Maintains a friendly and professional demeanor with all donors and coworkers.
Receives and records all gift contributions made or transferred to Drury University. Manages the contribution from receipt to deposit including creating a gift batch, validating gifts to ensure the number/amount of gifts recorded equals the amount in hand; prepares summary report of the batch and validation processes, a pre-posting report that reconciles gift type with deposit account, and the general ledger post report transmitted to the business office with the contributions. Works with department leadership, donors, gift officers, and others to ensure compliance with IRS, CASE and university processes and procedures.
Reviews each donor record for accuracy of the contact information and other relevant content prior to recording the donor’s gift information. Posts updated /correct information to alumni or donor records. Maintains accurate formatting of donor recognitions.
Responsible for processing and maintaining records for transactions including pledges, planned gifts, tribute gifts, matching gifts, event fees and non-gift payments. Produces thank-you letters and gift substantiation forms and ensures those are proofed, routed, signed, scanned and sent to donors in a timely manner. Maintains a pledge reminder system to avoid delinquencies and to actively solicit payments on delinquent pledges.
Responsible for issuing all tax and non-tax acknowledgement letters for gifts made to Drury University in a timely manner, including honorary and tribute gift communication.
Creates and maintains campaign, fund and appeal records for processing transactions. Works with finance department personnel to assign fund account information that accurately matches to finance department accounts. Prepares weekly and monthly status/progress reports on current activity. Also prepares transaction and donor reports on an as-needed basis. Reconciles transactions monthly with finance department.
Organizes and provides gift data and documentation to support the effort to complete the annual audit. Organizes and compiles all gift information necessary to prepare the annual CASE voluntary support report, prepares the report and ensures that it is properly filed. Creates donor recognition listings for publication and assists the Director of Stewardship with a variety of tasks and projects related to donor stewardship.
Attends and participates in advancement and university events and activities both on and off campus, including evening and weekend events as directed and required.
Completes other duties as assigned.
Assist with supervision of student workers. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.