Gift Services Specialist

Pitzer College • Claremont, CA

1d • Hybrid

About The Position

Reporting to the Director of Advancement Services, the Gift Services Specialist will provide support to the Advancement office by receiving, recording, and receipting all transactions, including gifts and pledges; managing files, information, and reporting; and ensuring data integrity. The Gift Services Specialist will support gift transaction coordination with the Finance Office, including preparing regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data. Assist in preparing Advancement's monthly clearing account reconciliation under the direction of the Director and help research and respond to routine Finance Office questions, escalating complex issues as needed. Responsibilities will include managing records, data, and acknowledgements for gifts and pledges; assisting with ensuring data integrity; researching missing information and reconciliation issues; and preparing donor correspondence for gift receipts and acknowledgements, memorial letters, and other related communications. The Gift Services Specialist will maintain and update matching gift information in the database, and work to increase fulfillment. They will coordinate secondary acknowledgements and other notifications with the Donor Relations team. The Gift Services Specialist will support gift transaction coordination with the Finance Office, including conducting regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data. They will assist in preparing Advancement’s monthly clearing account reconciliation and addressing routine questions and concerns from the Finance Office under the direction of the Director. Additionally, they will assist with onboarding, scheduling, and day-to-day work assignments for Advancement Services’ team of student workers under the direction of the Director. They will ensure up-to-date documentation of Advancement Services’ procedures, in line with industry standards. To ensure all of the above, the Gift Services Specialist will support projects to fit our procedures and use of software to Advancement and constituent needs, security standards, and industry standards. The incumbent will participate in special projects as requested, or as deemed necessary.

Requirements

• Ability and knowledge in working with data systems, preferably in a fundraising operation.
• Knowledge of relational databases and understanding of query and report writing language preferred.
• Knowledgeable in conducting research on the internet.
• Familiarity with Lexis-Nexis and other internet research tools or the ability to quickly learn to use.
• Proficiency in using Microsoft Word, Outlook and Excel.
• Demonstrates ability to gather and analyze information skillfully.
• Identifies stakeholders and considers their needs.
• Conveys enthusiasm for problem-solving and good judgment in providing recommendations for improvements.
• Knowledge of business mathematics and basic accounting procedures.
• Ability to manage a constant flow of information to be entered in the database on a daily basis and in a timely and accurate manner.
• Demonstrates accuracy and thoroughness and monitors own work to ensure high quality.
• Extreme attention to detail is critical for this position.
• Ability to perform well in a fast-paced, multi-task workplace with changing priorities and tight deadlines.
• Ability to maintain strict confidentiality and secure sensitive and confidential records.
• Self-motivated, creative and demonstrates initiative in own work and in enhancing the department operations and services.
• Enthusiasm for working collaboratively, in a team and independently with little supervision.
• Ability to write using business English with attention to spelling, grammar, accuracy and the needs of the target audience; present numerical data effectively; and use various mediums of communication effectively (e.g. e-mail, memos, reports, etc.).
• Speak English clearly, persuasively, professionally, and cordially with individuals from multiple constituencies in a diverse and socially aware environment.
• Ability to maintain strict confidentiality and exercise a high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
• Ability to transport self to off-campus central TCCS (The Claremont Colleges Services) Business Office located less than one mile from campus.
• Must have access to reliable and secure computer and internet connection.
• Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair.
• Must ensure workstation is safe and free from hazards.
• A bachelor’s degree from an accredited institution is preferred; OR any combination of education and experience that provides the required knowledge, skills and abilities.
• Must have two to three years of experience using fundraising information systems or other similar database systems.
• A bachelor’s degree or two years of business school or other related training can substitute for one year of experience.

Nice To Haves

• Knowledge of relational databases and understanding of query and report writing language preferred.
• Familiarity with Lexis-Nexis and other internet research tools or the ability to quickly learn to use.
• Bachelor’s Degree from an accredited institution.
• Two to three years’ experience with Blackbaud’s Raiser’s Edge, specifically in Advancement Services capacity.

Responsibilities

• In an accurate and timely fashion, receive and process all gifts and pledges to the College, including cash, credit-card payments, securities, payroll deductions, online contributions, donor advised funds, and gifts-in-kind according to Pitzer College practices and IRS and CASE guidelines.
• Record gifts from advancement fundraising platforms (e.g. crowdfunding, phonathon, etc.).
• Prepare receipts and forms for signature and distribute paperwork related to payroll deductions, matching gift contributions, stock gifts, etc. to appropriate personnel.
• Prepare ACH donation reports and other periodic reports for TCCS and Pitzer's treasurer's office and for use in gift batches.
• Maintain a good line of communication with these offices to ensure prompt updates when ACH donations and wire transfers are received.
• Manage and ensure data integrity related to gifting.
• Update databases and other ancillary fundraising programs, as needed.
• Respond to Advancement fundraising needs by creating and updating giving pages.
• Collect documentation and enter information related to all types of philanthropic donations, such as gifts, pledges, pledge payments, planned gifts, and corporate/foundation gifts.
• Produce regular monthly and multi-year pledge reminders per department's practices and procedures.
• Analyze gifts to determine appropriate campaigns, funds, appeals and solicitor credit for each donation and process accordingly.
• In collaboration with the Director and Assistant Director of Advancement Data Services, support a proactive approach to matching gifts.
• Work with corporations and third-party companies that process matching gifts to increase dollars and fulfillment.
• Maintain accurate records and enter, verify, and process information for the weekly gift report.
• Distribute via e-mail daily gift reports and other reports, as assigned, to gift officers and other team members as appropriate.
• Balance totals, prepare deposit sheets for cashier, and make deliveries to the TCCS Business Office.
• Collaborate closely with the stewardship team and issue acknowledgement cards and receipts prepared in accordance with College policies and procedures and IRS and CASE guidelines.
• As needed, participate in efforts to redesign gift receipts, thank-you cards, and gift acknowledgement procedures.
• Manage Incoming Gifts form, entering pledges and alerting Advancement gift officers and other appropriate parties when gifts they are expecting come in.
• Under the direction of the Director of Advancement Services, research and respond to errors in the reconciliation between Advancement's database Raiser's Edge and the Finance Office's database Workday, journaling appropriate corrections.
• Use the database system to produce letters, labels, directories, and other reports and assist with list requests as assigned.
• Participate in work groups as requested by director, and perform other tasks specific to the position.
• Support gift transaction coordination with the Finance Office, including preparing regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data.
• Assist in preparing Advancement's monthly clearing account reconciliation under the direction of the Director, and help research and respond to routine Finance Office questions, escalating complex issues as needed.
• Assist with onboarding, scheduling, and day-to-day work assignments for Advancement Services' student workers, under the direction of the Director.
• Help ensure up-to-date documentation of Advancement Services' procedures, in line with industry standards.
• Support process and systems improvement projects, helping ensure Advancement Services' procedures and software use align with department needs and industry standards, under the direction of the Director.
• Other duties as assigned.

Benefits

• competitive compensation
• health, dental, and vision insurance
• retirement savings plans
• generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
• tuition reimbursement
• tuition exchange program participation

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree