Gift Processing and Records Management Specialist
Full Time
Miami Shores, FL
Posted
Job description
Summary
The Advancement Services department at Barry University seeks a full time Gift Processing and Records Management Specialist. This is a full time in person position.
This position is responsible for the recording and acknowledgement of Barry University’s constituents’ data and donations, as well as scanning checks and creating deposit information which feeds into the general ledger. This position works closely with the Institutional Advancement and Accounting teams, primarily, ensuring efficiency and timeliness in processing donor information and donations using best practice techniques to maintain optimal data integrity. This position plays a key role in maintaining database integrity and in maintaining donor communication and satisfaction through timely donor acknowledgement.
This position requires occasional evening/weekends.
Essential Functions
Oversee the accurate entry and timely processing of donation data using CASE Gift Processing Guidelines and Best Practices.
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Responsible for the processing and posting of donation checks into the bank within 24 hours of receipt.
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Responsible for receiving and processing credit cards, ACH, pledges, recurring gifts, and in-kind donations across multiple software platforms.
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Responsible for fund management, coordinating the creation of GL funds with the Department of Finance while following auditing procedures and donor agreements.
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Verify and update biographical/entity information per gift batches, Annual Giving, emails, unit requests, Phonathon reports, obituary registries, data services and special projects.
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Conduct reconciliation following established audit-trail procedures for daily feed of gift entries into the general ledger
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Perform monthly donation reconciliation with the Department of Finance.
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Responsible for processing and reconciling refund transactions.
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Maintain the Matching Gift process.
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Produce audit reports as needed for Finance and IT.
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Responsible for on-line gift form creation and management to receive on-line donations
Administration and Operations Support
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Responsible to produce timely gift receipts to donors with a target of 48 hours of receipt of donation.
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Generates lists for and performs mail merge for official University gift receipts, pledge reminders and recognition letters for mailing/emails.
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Responds to requests from Development Officers as well as from donors/potential donors.
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Responsible for documenting gift processes for Advancement Services and Development staff
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Assist the Director in updating and implementing new systems and work flows and in documenting cash management internal controls and procedures.
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Manages the Advancement Services TD Job Program, reading and assigning jobs to various staff members
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Oversees registration through the event management software
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Produce and maintain various event reports for various entities
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Participate in special projects and handle other related duties as assigned.
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Produce and maintain giving reports for various entities, fundraisers, schools, etc.
Qualifications/Requirements
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An Associates Degree/or vocational or technical certificate in Bookkeeping, Data Entry is required.
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A Bachelor's degree in Computer Science, Management Information Systems, Accounting Management is preferred.
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1-3 years of proven experience is required.
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Well developed computer literacy with experience in word processing, spreadsheet and fundraising databases, advanced internet skills especially search engines. Raiser's Edge experience preferred.
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Good analytical and problem-solving skills.
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Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
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The ability to work accurately and efficiently with minimum supervision.
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Must be available to work overtime including Saturdays and holidays, when require
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Ability to do in-depth research and follow-up.
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Excellent organizational and time management skills.
Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.
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