Pomona College
Advancement Gift Records Coordinator
Pomona College, Claremont, California, United States, 91711
Advancement Gift Records Coordinator
Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. Job Purpose: The Advancement Gift Records Coordinator is responsible for assisting with the processing of gifts and written pledges to Pomona College, maintaining donor records in the Constituent Relationship Management (CRM) system, and assisting the Advancement Services staff with a range of administrative project tasks and responsibilities. The Advancement Gift Records Coordinator also assists with ongoing efforts to ensure data integrity and quality maintenance of Advancement records to ensure consistent adherence to audit-worthy business processes that support, sustain, and translate into high-quality gift fund administration, accurate gift reporting, and donor experiences. Essential Functions: Reporting directly to the Associate Director, Gift Services, the Advancement Gift Records Coordinator performs the following essential duties and responsibilities: Receive, record, and receipt all gifts and written pledges with accuracy, completeness, and timeliness. Work with Advancement division staff and the Business Office to ensure that gifts are entered into the system of record with appropriate account designations. Establish new gift designation accounts as appropriate in consultation and coordination with the Associate Director, Gift Services, Stewardship team, and the Business Office. Balance gift totals, prepare batch reports, and deliver deposit reports and reconciliation details to the Business Office. Send official receipts to donors in accordance with established procedures; trigger processes for generating follow-up acknowledgments in coordination with the Stewardship and Advancement fundraising staff as appropriate. Route any documentation accompanying gift remittances and returned mail (e.g., news notes, notification of bequests, address changes, pledge information, comments, and questions) to the appropriate offices. Maintain a schedule of payroll deduction gifts and ensure proper account designation of these gifts. Oversee secure and accurate tracking and processing of credit card gifts. Update individual gift and pledge records as requested. Process event registrations in coordination with departmental procedure. Work with the Business Office to make transfers between accounts upon request. File appropriate copies of gift and pledge documents in donor files. Maintain source documentation on all gifts and pledges as required by College policies, procedures and audits. Qualifications: Education: High School Diploma, GED or equivalent combination of education and experience is required. Bachelor's degree or some college is a plus. Experience: A minimum of three years of experience, including demonstrated success working with database and detailed-oriented administrative duties. Database maintenance: Make revisions to and/or enter a range of constituent information to the database from gift remittances, returned mail or other sources on an ongoing, daily basis in accordance with established procedures. Research and enter information on lost alumni and other constituents, including current addresses, phone numbers, and other relevant data as scheduled or requested. Monitor audit queries and other system tools designed to ensure maximum data integrity on a consistent and frequent basis. Make all gift entry corrections and updates in an accurate and timely manner. Other duties: Assist with producing monthly, year-to-date and ad hoc reconciliation for the Business Office. Assist with answering inquiries and requests from staff and auditors as requested. As requested, develop standard queries, exports, and reports using the CRM database and Cognos reporting tools. Contribute to the development, review and update of documentation related to policies and procedures as needed. As directed, assist with supervision of work study students, ordering office supplies, arranging meetings (including scheduling rooms, ordering catering, etc.) and other general office administration. Coordinate special projects, tasks and provide team assistance as assigned. Required Knowledge and Critical Skills: This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below. Deploy professional skills in database entry and management in collaboration with colleagues to best promote the College's strategic interests. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, Access) and associated professional software (such as Raiser's Edge, prospect research tools, Internet research). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, responsiveness and tact while working with people from a wide variety of backgrounds and expertise. Use exceptional organizational and time management skills to complete work with exceptional accuracy and keen attention to detail. Engage with colleagues in a respectful and inclusive manner that is in alignment with Pomona College's values. Required Hours: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday
Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Standard overtime for this role includes the end of the fiscal year, end of the calendar year, Alumni Weekend, Family Weekend, and Family Orientation. Additionally, this role works during the winter closure period. Regular hours may vary due to needs of the College or division. Hourly Rate: The hourly rate for this role is between $24.03 and $26.44 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Disclaimer: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.
Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges. Job Purpose: The Advancement Gift Records Coordinator is responsible for assisting with the processing of gifts and written pledges to Pomona College, maintaining donor records in the Constituent Relationship Management (CRM) system, and assisting the Advancement Services staff with a range of administrative project tasks and responsibilities. The Advancement Gift Records Coordinator also assists with ongoing efforts to ensure data integrity and quality maintenance of Advancement records to ensure consistent adherence to audit-worthy business processes that support, sustain, and translate into high-quality gift fund administration, accurate gift reporting, and donor experiences. Essential Functions: Reporting directly to the Associate Director, Gift Services, the Advancement Gift Records Coordinator performs the following essential duties and responsibilities: Receive, record, and receipt all gifts and written pledges with accuracy, completeness, and timeliness. Work with Advancement division staff and the Business Office to ensure that gifts are entered into the system of record with appropriate account designations. Establish new gift designation accounts as appropriate in consultation and coordination with the Associate Director, Gift Services, Stewardship team, and the Business Office. Balance gift totals, prepare batch reports, and deliver deposit reports and reconciliation details to the Business Office. Send official receipts to donors in accordance with established procedures; trigger processes for generating follow-up acknowledgments in coordination with the Stewardship and Advancement fundraising staff as appropriate. Route any documentation accompanying gift remittances and returned mail (e.g., news notes, notification of bequests, address changes, pledge information, comments, and questions) to the appropriate offices. Maintain a schedule of payroll deduction gifts and ensure proper account designation of these gifts. Oversee secure and accurate tracking and processing of credit card gifts. Update individual gift and pledge records as requested. Process event registrations in coordination with departmental procedure. Work with the Business Office to make transfers between accounts upon request. File appropriate copies of gift and pledge documents in donor files. Maintain source documentation on all gifts and pledges as required by College policies, procedures and audits. Qualifications: Education: High School Diploma, GED or equivalent combination of education and experience is required. Bachelor's degree or some college is a plus. Experience: A minimum of three years of experience, including demonstrated success working with database and detailed-oriented administrative duties. Database maintenance: Make revisions to and/or enter a range of constituent information to the database from gift remittances, returned mail or other sources on an ongoing, daily basis in accordance with established procedures. Research and enter information on lost alumni and other constituents, including current addresses, phone numbers, and other relevant data as scheduled or requested. Monitor audit queries and other system tools designed to ensure maximum data integrity on a consistent and frequent basis. Make all gift entry corrections and updates in an accurate and timely manner. Other duties: Assist with producing monthly, year-to-date and ad hoc reconciliation for the Business Office. Assist with answering inquiries and requests from staff and auditors as requested. As requested, develop standard queries, exports, and reports using the CRM database and Cognos reporting tools. Contribute to the development, review and update of documentation related to policies and procedures as needed. As directed, assist with supervision of work study students, ordering office supplies, arranging meetings (including scheduling rooms, ordering catering, etc.) and other general office administration. Coordinate special projects, tasks and provide team assistance as assigned. Required Knowledge and Critical Skills: This position must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the job or must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other knowledge, skills and abilities not listed below. Deploy professional skills in database entry and management in collaboration with colleagues to best promote the College's strategic interests. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments. Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook, Access) and associated professional software (such as Raiser's Edge, prospect research tools, Internet research). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality. Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, responsiveness and tact while working with people from a wide variety of backgrounds and expertise. Use exceptional organizational and time management skills to complete work with exceptional accuracy and keen attention to detail. Engage with colleagues in a respectful and inclusive manner that is in alignment with Pomona College's values. Required Hours: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday
Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Standard overtime for this role includes the end of the fiscal year, end of the calendar year, Alumni Weekend, Family Weekend, and Family Orientation. Additionally, this role works during the winter closure period. Regular hours may vary due to needs of the College or division. Hourly Rate: The hourly rate for this role is between $24.03 and $26.44 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Disclaimer: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.