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Job Summary

The Gift Coordinator (GC) is responsible for the accurate and timely submission of gifts given to the Michigan Medicine (MiMed), for deposit, receipting, and donor recognition purposes. The GC will act as a liaison among departments, development colleagues, and the Office of University Development, ensuring efficient and accurate management of all Michigan Medicine gifts as well as fundraising-related non-gifts. The GC serves as a subject matter expert for Michigan Medicine in all matters of gift acceptance.  Attention to detail is critical to ensure MiMed is compliant with IRS, SPG and cash management guidelines. 

Responsibilities*

MiMed Development Gift Acceptance                                                                                    

Prepare gifts of cash, check, and credit card for processing, ensuring donor information and gift designation are accurate, while demonstrating a strong knowledge of donor intent and legal donor identification guidelines

  • Add donor biographical information to the development database (DART) and update/correct, as necessary, with information provided by donors or development contacts
  • Accept and process cash gifts - create cash receipt tickets, as required; deposit to the Bank
  • Work with Events staff to ensure event gifts are handled with efficiency and accuracy, taking into account gift and non-gift components
  • Represent the Gift Finance and Handling Team at MiMed Development Events, ensuring cash management and best practices are maintained

     

    MiMed Tribute Management (honorarium and memorial giving)                                          

  • Maintain the highest level of professionalism and attention-to-detail in all processes and donor contract related to tribute administration

  • Handle incoming calls from donors requesting assistance with setting up a tribute (including help with giving links, giving envelopes, obituary language, etc.)
  • Place requests for internet giving links and giving envelopes, ensuring the highest level of accuracy and follow-through
  • Manage new and existing tribute records in DART and the internal database
  • Verify tribute information on gift report to create tribute merge for notification letters
  • Compose weekly tribute notification letters, as requested

     

    MiMed Development Gift Liaison                                                                                          

  • Provide exceptional customer service to internal Development staff, as well as external MiMed and OUD partners
  • Act as a subject-matter-expert in IRS, CASE, SPG, and cash management guidelines
  • Maintain cooperative and interactive relationships with MiMed development staff and OUD staff
  • Partner with assigned MiMed units and events team, and serve as a gift representative in coordinating and tracking gift accounting needs, provide subject matter expert advice on complex gift matters
  • Participate in on-going gift handling training for Health System administrative staff and development personnel

     

    MiMed Development Gift and Finance Services                                                                     

  • Create online journal entries following internal controls guidelines
  • Open gift accounts as directed (endowed and expendable)
  • Utilize Business Objects to report on donor and fund information
  • Respond to specific data requests
  • Process credit card transactions (in house) when required, ensuring compliance with SPG and cash management guidelines
  • Transfer all credit card charges from internal credit card terminals to various gift funds

     

    Donor Intent                                                                                                                           

  • Enter donor intent into DART.
  • Review gift agreements, estate documents and any other relevant establishment documents to transfer information into our donor database (DART).
  • Ensure that all funds created by a donor are documented in DART.
  • Add corresponding donor intent attributes into DART
  • Respond to questions/concerns and take appropriate action to resolve issues internally and/or escalate them appropriately. Work in collaboration with stakeholders to identify and solve problems.

     

    Other Duties                                                                                                                           

  • Under general supervision, provide support for ongoing special projects as they relate to the stabilization and maintenance of DART
  • Continually review gift handling procedures for accuracy, timeliness and donor satisfaction
  • Other work and/or special projects as assigned

     

Required Qualifications*

  • Bachelor degree or equivalent combination of education and experience
  • One to three years progressively responsible finance/accounting experience
  • Experience in using databases and generating reports (Access/Excel/PowerPoint)
  • Customer service experience
  • Excellent written and verbal communication skills
  • Must be self-motivated, highly dependable, independent worker with the ability to efficiently and effectively prioritize work with little direct supervision
  • Discretion and the ability to interact with top-tier donors while maintaining a high level of confidentiality
  • Ability to work flexible hours with occasional weekend and evening work as needed
  • Superb attention to detail

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.