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Market title: Accounting Coordinator Development Associate - (103309)
Working title: Gift and Records Coordinator
Gift and Records Administration
Reports to: Assistant Director, Gift and Records Administration
Supervises directly: N/A
Position Summary: The Gift and Records Coordinator will work with a variety of schools, colleges and units across the development community as well as donors, alumni and friends of the University. The Gift and Records Coordinator will update a variety of information on the customer relationship management application DART for alumni, donors, and friends of the University and is responsible for processing gifts under $10,000 and pledges under $5,000. The Gift and Records Coordinator creates records and updates biographical and degree information received through various sources including receipt of gifts and requests through schools, colleges and units and research. The Gift and Records Coordinator provides excellent customer service by responding to gift helpline, emails and online ticketing system to meet the department’s service level achievement (SLA).
Note: Mandatory overtime of 10-20 hours per week during period at calendar year-end November through January, including the holiday period, as well as fiscal year-end in June.
Operational – Gift 40%
- Work with schools, colleges and units across the development community as well as donors, alumni and friends to properly record and receipt gifts and pledges.
- Process gifts by check and credit card that are under $10,000 in DART ensuring that they are recorded, receipted and reported to reflect the donors’ intent while conforming to specified legal, IRS, CASE and SPG requirements. This includes distributing and reviewing documents received daily from the Bank and the courier, reviewing and processing gifts given on-line, and charging credit cards.
- Process and record pledges under $5,000 in DART, which includes reviewing documentation to ensure that the proper criteria are met according to CASE, GASB and SPG requirements. This includes adding and modifying pledges upon request from donors and following specified procedures.
- Verify and submit matching gift claims to participating companies and process matching gifts appropriately upon receipt.
- Generate gift receipts to donors utilizing a web based receipting system.
- Image gift documentation to maintain accurate archiving and provide documentation as requested by schools, colleges and units.
Operational – Biographical 40%
- Work with schools, colleges and units across the development community as well as donors, alumni and friends to create and maintain accurate and complete biographical records.
- Create and update biographical records for alumni, donors, and friends of the University through receipt of donations and requests through schools, colleges and units, and various other sources.
- Consolidate duplicate records, decease records and update addresses through research using various online tools and subscriptions.
- Use online ticketing system to update records by meeting required service level achievement (SLA).
- Review and check data standards for biographical information received from other system interfaces.
- Assist ITS identity management team by verifying and updating records with appropriate Alumni status.
Administrative and Other Duties as Assigned – 20%
- Work with schools, colleges and units across the development community as well as donors, alumni and friends to provide exceptional support and customer service.
- Consistently meet established expectations set by Gift and Records Administration on an on-going basis while maintaining high levels of customer service and accuracy.
- Answer phone calls on the gift helpline while delivering excellent customer service and performing all necessary follow-up which may include collaborating with the appropriate staff and departments to determine the proper course of action. Accept gifts from donors over the phone by utilizing the gift processing form system.
- Prepare a variety of letters for donors and alumni of the University.
- Assist with training.
- Participate in training and informational sessions for schools, colleges, and units on best practices for gift and records procedures.
- Collect, sort, and distribute daily mail which includes evaluating gifts prior to being deposited and processed.
- Perform other duties as assigned.
- Bachelor’s degree or equivalent combination of education and experience.
- Attention to detail and accuracy.
- Enjoys working in a fast-paced environment.
- Enjoys challenges and is flexible, adaptable and eager to learn.
- Ability to work with a variety of customers, including schools, colleges and units across the development community as well as donors, alumni and friends.
- Ability to handle highly confidential information and to maintain confidentiality regarding gifts and donor records.
- Proven ability to set priorities, handle multiple tasks, and meet deadlines.
- Ability to work well with co-workers in a team oriented environment.
- Committed to maintaining a professional and positive workplace demeanor.
- Experience in data entry with minimal error rate.
- Considerable knowledge of and ability to use advanced business software and computer applications.
- Ability to utilize a variety of sophisticated information storage and retrieval systems.
- Excellent customer service orientation and ability to perform the characteristic duties and responsibilities of the position to effectively meet the needs of donors and the University of Michigan community.
- Past customer service experience.
- Excellent communication skills.
- Extremely reliable attendance.
- Must be able to work overtime hours as needed.
- Desire to learn the mission, goals and objectives of both the University of Michigan, as well as those of the Office of University Development and work in ways that help us achieve these.
- Desire to enhance and improve the University of Michigan’s position as an international leader in Development.
- Knowledge of/or ability to learn best practices in development, fundraising and community service as recommended by related umbrella organizations such as CASE.
- Volunteer experience in a non-profit setting.
For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers
The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.
Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.