Gift Processing Coordinator | | Position Details Position Information Position Title Gift Processing Coordinator Requisition # S00391P FLSA Non-Exempt Location IIT-Mies Campus (MC), 10 West 35th St., Chicago Department Institutional Advancement GENERAL DESCRIPTION The Gift Processing Coordinator performs a variety of duties associated with confidential gift processing for the University as well as donor records management using The Raisers Edge (RE) and NetCommunity (NC). Responsible for receiving gifts to the University in a variety of forms. Enters gift information and maintains accuracy and integrity of donor records. Sends appropriate receipts and acknowledgement letters in a timely manner with a goal of 24-48 hours for receipts and 5 business days for acknowledgement letters. Work is performed under general supervision according to established policies and procedures with considerable independence. Performance is based upon accuracy in and completion of assignments, and results obtained. Special Schedule Requirements Daily walk to Student Accounting to deposit checks. May occasionally be asked to come in early or stay late. Assist in the staffing of evening and/or weekend events. (approx. 6-8 per year) Qualifications Education & Experience An Associates degree or two years of completed college level coursework preferred. A high school degree required. A minimum of 3 years of data entry or office management experience, or an equivalent combination of education and experience. Knowledge & Skills - Ability to manage multiple responsibilities successfully; - Exercise initiative, independent judgment, follow-through and meet deadlines in a timely manner. - Knowledge of Windows and network-based environments is required - Working knowledge of Raisers Edge or similar CRM a plus. - Experience working in higher education or not-for-profit environment a plus - Willingness to learn additional software programs in order to meet a range of tasks related to the positions primary responsibilities; - Exemplify the tone of the department, displaying with enthusiasm an exceptional level of professionalism, collegiality, productivity, and high ethical standards. - Ability to collaborate with team members and give/receive feedback in a constructive manner as well as ability to exemplify resiliency, especially during peak times. Certifications and Licenses List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred. n/a Key Responsibilities Key Responsibility Gift Processing Accurately processes all university gifts using The Raisers Edge (RE) database and NetCommunity (NC) in a timely fashion. Works in close partnership with the Senior Director of Advancement Services and/or the Director of Information Services to adhere to IRS guidelines and Council for Advancement and Support of Education ( CASE ) Standards regarding gift and pledge acceptance and receipting. Verifies matching gift forms for accuracy, completion, and timely submission to company matching gift programs. Confirms matching gifts through online portals. Produces daily gift reports and completes transmittal to Accounting Department. Reconciles batches with RE and prepares batches for daily deposit. Updates existing records and creates new records relating to gifts, including but not limited to: Funds, Appeal Codes, Constituents, Bio Info, etc. Maintains hard-copy and digital filing system of gift documents in an organized and intuitive manner to encourage self-service (i.e., any members of the information services and gift processing team can locate gift documents). Play central role in documenting gift processing policies and procedures; with the goal of creating a gift processing manual for IIT . Ability to post batches manually and through tools like Import-O-Matic. Percentage Of Time 40 Key Responsibilities Key Responsibility Receipts and Acknowledgements Generates tax receipts to donors with a goal of processing and/or mailing them within 24-48 hours of processing the gift. Verifies the accuracy of receipts, including any required customization such as for stock and in-kind gifts, IRA RMD gifts, gifts awaiting donor designation, cases of quid pro quo and other special circumstances. The department is in the process of adopting an automation software to create highly personalized receipts and acknowledgements. The Gift Processing Coordinator will play a key role in this transition. Oversees all aspects of the acknowledgement letter process for all gifts $1,000+ to $10,000 by determining the appropriate letter to be assigned at the time of gift entry. Mails acknowledgement letters within 5 business days. Accurately tracks gifts as receipted and acknowledged in RE. Percentage Of Time 20 Key Responsibilities Key Responsibility Gift Adjustments Executes adjustments to gifts and pledges as directed. Accurately tracks adjustment notes in RE. Provides Accounting with adjustment reports for reconciliation. Percentage Of Time 15 Key Responsibilities Key Responsibility Records Updating and Data Request Support Shares responsibility, along with the other members of the Data Records Team, in providing back-up support for RE Updates and RE Data Requests. Duties include updating records as requested through the RE Updates request process, NC, verbally, etc. Respond to and produce RE Data Requests as requested through the RE Data Request process. Annual metrics will be set for this records updating and data request support. Percentage Of Time 15 Key Responsibilities Key Responsibility Assist individuals external to Institutional Advancement with issues relating to gift processing. Communicate opportunities for increased efficiency and accuracy with the Senior Director of Advancement Services. Percentage Of Time 5 Key Responsibilities Key Responsibility Other duties as deemed necessary by the Director of Information Services & Technology or Senior Director of Advancement Services that would assist the Institutional Advancement team to successfully meet strategic goals and objectives. Percentage Of Time 5 Posting Information Work Hours Normal work hours; some additional hours needed for department events Position Category Full Time Posting Date 10/09/2018 Closing Date Posted Until Filled Yes Quicklink for Posting http://iit7.peopleadmin.com/postings/5093