Gift Administration Analyst

CSU Careers • Bakersfield, CA

11h • Onsite

About The Position

Under the general supervision of the Director of Budgeting and Accounting for University Advancement, Office of the President, and Business Partners, the Gift Administration Analyst provides specialized administrative, technical, and analytical support for the day-to-day administration of University Advancement and CSUB Foundation’s gift program and financial reporting functions. The position is responsible for analyzing and interpreting gift and donor information to support accurate recording, reconciliation, reporting, and data integrity, while assisting with established internal controls and compliance requirements. The incumbent applies policies and procedures related to gift acceptance and processing, including those established by the Council for Advancement and Support for Education (CASE), the Chancellor’s Office, Internal Revenue Service (IRS), and University guidelines, and assists in resolving related issues and inquiries. The position exercises judgment to support workflow consistency and operational effectiveness by identifying discrepancies, assisting with data quality review efforts, and supporting process and reporting improvements within established guidelines. The incumbent collaborates with cross-functional partners, including the Data Analyst/Prospect Lead and accounting staff, to support audit, compliance, reporting, and reconciliation activities across multiple systems. This position serves as a liaison and resource to internal and external stakeholders, including donors, deans, faculty, staff, and auditors, and may provide lead direction to student assistants. Assignments require handling of multiple work priorities and accountability for own work results. Through this work, the incumbent supports the fiscal integrity, compliance and operational effectiveness of the Foundation’s gift administration program and reporting operations.

Requirements

• Bachelor’s degree and/or equivalent training and two (2) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Regular and reliable attendance is required.
• Working knowledge of University Advancement programs, practices, and methods with knowledge regarding public administration of such systems.
• Basic knowledge of and ability to apply fundamental concepts.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.
• Ability to apply independent judgement, discretion and initiative to address problems, participate in developing practical, thorough and at times, creative solutions.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.
• Thorough knowledge of office and accounting methods, procedures and practices.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs.
• May be called back periodically to perform work as needed on an emergency basis.

Nice To Haves

• Experience working with Raiser’s Edge donor database system, PeopleSoft Finance, and Data Warehouse.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

Responsibilities

• Coordinate and support the day-to-day administration of gift processing operations, ensuring alignment with University and Foundation operational objectives, compliance requirements, and established procedures.
• Monitor gift processing workflows to identify recurring issues or inefficiencies, and support process improvements, including assisting with system updates, automation efforts, and documentation of procedures to enhance accuracy, consistency, and operational efficiency.
• Analyze donor, gift, and financial data across multiple systems (e.g., PeopleSoft, Blackbaud/Raiser’s Edge, Gravyty, Almabase, and other third-party platforms) to identify discrepancies, process gaps, or data inconsistencies, and coordinate with appropriate functional areas to support corrective actions.
• Assist in the development, documentation, implementation, and maintenance of procedures related to gift acceptance, processing, reconciliation, and records retention to improve consistency and internal controls.
• Collaborate with stakeholders to support data integrity across fundraising and financial systems by identifying data inconsistencies or process gaps, troubleshooting routine system or interface issues, assisting with data quality review and coordinating with functional areas to support resolution efforts.
• Assist with data cleanup and reconciliation projects to improve data accuracy, consistency, and alignment across systems.
• Maintain and update the chart of gift accounts and Delegation of Authority module by reviewing gift agreements and supporting documentation to accurately interpret donor intent.
• Prepare and process chartfield request forms and trust agreements for newly established funds to support alignment with financial structures, reporting requirements, and University policies.
• Provide guidance and responsive customer service to internal and external stakeholders, including donors and donor representatives, by applying and explaining established policies and procedures, responding to inquiries and assisting with appropriate gift handling.
• Compile, analyze, validate, and reconcile donor and financial data to support internal and external reporting requirements, ensuring accuracy, completeness, and compliance with reporting standards.
• Process, document, update, and record gifts and pledges received by the Foundation on behalf of the University, including additions, updates, cancellations, and adjustments, while maintaining confidentiality and documentation integrity.
• Review gift agreements and supporting documentation to ensure accurate designation, recording, and compliance with Foundation, University, CASE, IRS, CSU, and Chancellor’s Office policies and procedures.
• Evaluate a range of gift types, including planned gifts, stock gifts, estate gifts, matching gifts, and qualified charitable distributions, ensuring accurate processing and compliance with applicable requirements.
• Monitor, process, and verify payroll deductions, recurring gifts, and pledge activity. Identify discrepancies and assist with corrective actions as needed.
• Establish, process, monitor, and post gifts received through various payment methods in accordance with Payment Card Industry (PCI) and cash handling policies and procedures, identifying control gaps and assisting with enhancements to mitigate risk.
• Prepare and process gift acknowledgments, tax receipts, pledge reminders, invoices, cancellations, and related donor correspondence.
• Maintain and update biographic and demographic data associated with donor, gift, and fund records within the fundraising database to ensure accuracy, completeness, and compliance with established standards and reporting requirements.
• Prepare, balance, and verify philanthropic gift batches by reconciling transactions, identifying variances, researching discrepancies, and coordinating corrective actions to support financial accuracy and integrity.
• Generate and review financial and operational reports using PeopleSoft CFS, Raiser’s Edge, and other software to support reporting and reconciliation activities. Identify variances and assist in explaining fluctuations.
• Analyze outstanding and uncashed checks to support compliance with state unclaimed property (escheatment) requirements. Coordinate required follow-up and documentation.
• Assist with preparing and reviewing journal entries and supporting documentation to ensure accuracy, completeness, and compliance with established accounting standards and procedures.
• Support audit, tax, and financial reporting processes by preparing schedules, reviewing documentation, and identifying discrepancies requiring follow-up.
• Maintain, upload, audit, and manage records, logs, and documentation within record retention systems (e.g., Box, OnBase) in accordance with Chancellor’s Office and CSUB records retention requirements.
• Provide backup support to the Business Partner Administrative Analyst, as needed, by assisting with financial and administrative tasks in accordance with established procedures.
• Perform routine administrative support duties including filing, scanning, copying, submitting work orders, completing various forms, and performing other routine office tasks to support day-to-day operations of the accounting and reporting department.

Benefits

• CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year and more!

What This Job Offers

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