University of Michigan

Gift and Records Specialist

Office of University Development

Working Title

: 

Gift and Records Specialist

Posting Number

: 

64282

Job Category

: 

Development Services - Gift Administration

Salary

: 

$28,000 - $30,000

Reports To

: 

Manager, Gift and Records Specialist Team

Experience Range

: 

2 to 5 Years

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

To apply for this position, please submit your cover letter and resume as one document on the University of Michigan Careers at the U site.

If you are unable to apply via the U-M Jobs site, please submit your cover letter and resume to dev.careers@umich.edu. In the subject line, please type in the Job ID# for which you are applying.

For questions about the U-M application process, please refer to the FAQ page

Position Description

The Gift and Records Specialist will update a variety of information on the Donor database 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 Specialist is also responsible for answering telephone lines, responding to incoming email messages and on-line requests, creating and updating biographical records for friends, donors, and parents and assisting with administrative and processing tasks of gifts, pledges and records.

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.

Characteristic Duties and Responsibilities

Operational - Biographical 40%

* Create and update biographical records for alumni, donors, and friends of the University from daily emails, on-line ticket and web requests, daily mail, and phone calls. This includes the consolidation of duplicate records, deceasing records after proper research, updating addresses from returned mail and reviewing a wide variety of reports for necessary changes.
* Perform special tracing projects to find biographical data when the donors and/or alumni have not provided required information
* Modify and cleanse data prior to various batch uploads and after utilizing resulting reports.

Operational - Gift 40%

* Process gifts by check and credit card that are under $10,000 in the Development database (DAC) and OCR application ensuring that they are recorded, receipted and reported to reflect the donors' intentions while conforming to specified legal, IRS, CASE and SPG requirements. This includes distributing and reviewing documents received daily from the Bank and the courier, preparing gifts given on-line, and charging credit cards in specific circumstances.
* Process and record pledges under $5,000 in DAC and OCR, 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.
* Complete appropriate information on matching gift forms that accompany a donor's gift to provide verification of receipt of the gift to the University with the supervision of the Matching Gifts Manager for submission to the matching gift company. Process matching gift checks received via mail or online from matching companies.
* Prepare receipts for donors upon the request of the donor, school, college or unit utilizing a web based receipting system.
* Perform daily queries to enable gift batches to validate.
* Image gift documentation to maintain accurate archiving.

Administrative and Other Duties as Assigned - 20%

* 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 to determine the proper course of action, accepting gifts from donors by utilizing the gift processing form system and updating biographical information.
* Prepare a variety of appropriate form 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.

Required Qualifications

* Bachelor's degree or equivalent combination of education and experience is necessary.
* Attention to detail and accuracy are critical characteristics.
* Reasonable secretarial or related experience is necessary.
* Ability to keyboard with speed and accuracy is necessary.
* Ability to type 40-60 wpm with accuracy.
* Experience in data entry with minimal error rate.
* Considerable knowledge of and ability to use advanced business software and computer applications is necessary.
* Ability to utilize a variety of sophisticated information storage and retrieval systems is necessary.
* Experience with Microsoft Office software.
* Excellent customer service skills.
* Past customer service experience.
* Ability to maintain confidentiality regarding donor records.
* Ability to work in a fast paced environment
* Ability to set priorities, handle multiple tasks, and meet deadlines
* Ability to work well with co-workers in a team oriented environment
* Must be committed to maintaining a professional and positive workplace demeanor.
* Excellent oral and written communication skills.
* Extremely reliable attendance.
* Must be able to work overtime hours as needed.

Preferred Qualifications

* 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.
* Strong 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.
* 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 preferred.

Mission Statement

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.

U-M EEO/AA Statement: The University of Michigan is an equal opportunity/affirmative action employer.