Gift Services Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Gift Services Specialist

Job Details and Requirement:

Department: Advancement

Supervisor: Director of Advancement Services

Reporting to the Director of Advancement Services, the Gift Services Specialist will provide support to the Advancement office by receiving, recording, and receipting all transactions, including gifts and pledges; managing files, information, and reporting; and ensuring data integrity. The Gift Services Specialist will support gift transaction coordination with the Finance Office, including preparing regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data. Assist in preparing Advancement's monthly clearing account reconciliation under the direction of the Director and help research and respond to routine Finance Office questions, escalating complex issues as needed.

Responsibilities will include managing records, data, and acknowledgements for gifts and pledges; assisting with ensuring data integrity; researching missing information and reconciliation issues; and preparing donor correspondence for gift receipts and acknowledgements, memorial letters, and other related communications. The Gift Services Specialist will maintain and update matching gift information in the database, and work to increase fulfillment. They will coordinate secondary acknowledgements and other notifications with the Donor Relations team. The Gift Services Specialist will support gift transaction coordination with the Finance Office, including conducting regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data. They will assist in preparing Advancement’s monthly clearing account reconciliation and addressing routine questions and concerns from the Finance Office under the direction of the Director.

Additionally, they will assist with onboarding, scheduling, and day-to-day work assignments for Advancement Services’ team of student workers under the direction of the Director. They will ensure up-to-date documentation of Advancement Services’ procedures, in line with industry standards. To ensure all of the above, the Gift Services Specialist will support projects to fit our procedures and use of software to Advancement and constituent needs, security standards, and industry standards. The incumbent will participate in special projects as requested, or as deemed necessary.

• In an accurate and timely fashion, receive and process all gifts and pledges to the College, including cash, credit-card payments, securities, payroll deductions, online contributions, donor advised funds, and gifts-in-kind according to Pitzer College practices and IRS and CASE guidelines.
• Record gifts from advancement fundraising platforms (e.g. crowdfunding, phonathon, etc.).
• Prepare receipts and forms for signature and distribute paperwork related to payroll deductions, matching gift contributions, stock gifts, etc. to appropriate personnel.
• Prepare ACH donation reports and other periodic reports for TCCS and Pitzer's treasurer's office and for use in gift batches. Maintain a good line of communication with these offices to ensure prompt updates when ACH donations and wire transfers are received.
• Manage and ensure data integrity related to gifting. Update databases and other ancillary fundraising programs, as needed.
• Respond to Advancement fundraising needs by creating and updating giving pages.
• Collect documentation and enter information related to all types of philanthropic donations, such as gifts, pledges, pledge payments, planned gifts, and corporate/foundation gifts.
• Produce regular monthly and multi-year pledge reminders per department's practices and procedures.
• Analyze gifts to determine appropriate campaigns, funds, appeals and solicitor credit for each donation and process accordingly.
• In collaboration with the Director and Assistant Director of Advancement Data Services, support a proactive approach to matching gifts. Work with corporations and third-party companies that process matching gifts to increase dollars and fulfillment.
• Maintain accurate records and enter, verify, and process information for the weekly gift report. Distribute via e-mail daily gift reports and other reports, as assigned, to gift officers and other team members as appropriate.
• Balance totals, prepare deposit sheets for cashier, and make deliveries to the TCCS Business Office.
• Collaborate closely with the stewardship team and issue acknowledgement cards and receipts prepared in accordance with College policies and procedures and IRS and CASE guidelines. As needed, participate in efforts to redesign gift receipts, thank-you cards, and gift acknowledgement procedures.
• Manage Incoming Gifts form, entering pledges and alerting Advancement gift officers and other appropriate parties when gifts they are expecting come in.
• Under the direction of the Director of Advancement Services, research and respond to errors in the reconciliation between Advancement's database Raiser's Edge and the Finance Office's database Workday, journaling appropriate corrections.
• Use the database system to produce letters, labels, directories, and other reports and assist with list requests as assigned.
• Participate in work groups as requested by director, and perform other tasks specific to the position.
• Support gift transaction coordination with the Finance Office, including preparing regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data. Assist in preparing Advancement's monthly clearing account reconciliation under the direction of the Director, and help research and respond to routine Finance Office questions, escalating complex issues as needed.
• Assist with onboarding, scheduling, and day-to-day work assignments for Advancement Services' student workers, under the direction of the Director.
• Help ensure up-to-date documentation of Advancement Services' procedures, in line with industry standards.
• Support process and systems improvement projects, helping ensure Advancement Services' procedures and software use align with department needs and industry standards, under the direction of the Director.
• Other duties as assigned.

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability and knowledge in working with data systems, preferably in a fundraising operation. Knowledge of relational databases and understanding of query and report writing language preferred.
• Knowledgeable in conducting research on the internet. Familiarity with Lexis-Nexis and other internet research tools or the ability to quickly learn to use.
• Proficiency in using Microsoft Word, Outlook and Excel.
• Demonstrates ability to gather and analyze information skillfully. Identifies stakeholders and considers their needs. Conveys enthusiasm for problem-solving and good judgment in
• providing recommendations for improvements.
• Knowledge of business mathematics and basic accounting procedures.
• Ability to manage a constant flow of information to be entered in the database on a daily basis and in a timely and accurate manner.
• Demonstrates accuracy and thoroughness and monitors own work to ensure high quality. Extreme attention to detail is critical for this position.
• Ability to perform well in a fast-paced, multi-task workplace with changing priorities and tight deadlines.
• Ability to maintain strict confidentiality and secure sensitive and confidential records.
• Self-motivated, creative and demonstrates initiative in own work and in enhancing the department operations and services.
• Enthusiasm for working collaboratively, in a team and independently with little supervision.
• Ability to write using business English with attention to spelling, grammar, accuracy and the needs of the target audience; present numerical data effectively; and use various mediums of communication effectively (e.g. e-mail, memos, reports, etc.).
• Speak English clearly, persuasively, professionally, and cordially with individuals from multiple constituencies in a diverse and socially aware environment.
• Ability to maintain strict confidentiality and exercise a high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
• Ability to transport self to off-campus central TCCS (The Claremont Colleges Services) Business Office located less than one mile from campus.
• Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
• Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.

Education/Experience: A bachelor’s degree from an accredited institution is preferred; OR any combination of education and experience that provides the required knowledge, skills and abilities. Must have two to three years of experience using fundraising information systems or other similar database systems. A bachelor’s degree or two years of business school or other related training can substitute for one year of experience.

Preferred Qualification: Bachelor’s Degree from an accredited institution. Two to three years’ experience with Blackbaud’s Raiser’s Edge, specifically in Advancement Services capacity.

Time Type: Full-time

Work Schedule: The regular hours for this position will be  8:00 am to 5:00 pm, Monday through Friday.  These hours may vary due to needs of the College or department. Incumbent will be required to work some weekends, evenings, and during breaks to support the needs of the Advancement team.

Work Model: Hybrid (3days in office, 2 days remote)

• *Must have access to reliable and secure computer and internet connection.
• *Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards and ergonomically appropriate.

Compensation: Budgeted Salary Range: $28.00-$30.00 per hour

Pitzer College is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, tuition exchange program participation and more. 

Physical Requirements: This is generally a sedentary position. Must be able to:

• Sit for prolonged periods of time;
• Operate a computer for prolonged periods of time;
• Communicate with others by email, in person and over the telephone;
• Read printed materials and a computer screen;
• Have the mobility to work in a standard office setting and use standard office equipment;
• Assist with the set-up and teardown of event tables, signage and other materials.
  • Requires reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting;
  • Lift 20 pounds from the ground to waist level unassisted

Classifications:

No AB1825

No CSA Reporter

No Mandatory Reporter

Yes FERPA

Yes Responsible Employee

Employment Requirements
Employment is contingent upon a candidate possessing the knowledge, skills and abilities to be able to successfully perform the essential duties of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities. Employment is also contingent upon new employees providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States. For positions requiring the use of a college-owned vehicle, employment is contingent upon a driving record acceptable to the colleges’ automobile liability insurance. Final candidates in all staff positions will be required to undergo a background investigation; in addition some positions may require a physical lift test and pulmonary function test.

Covid-19 Vaccination

Pitzer College has mandated the COVID-19 vaccination for all employees.  New employees are required to show proof of full vaccination, including booster, against COVID-19 or request a Pitzer College approved medical or religious exemption on or before their first day of employment.

Equal Employment Opportunity and Non-Discrimination

Pitzer College adheres to both the letter and the spirit of Equal Employment opportunity and Affirmative Action. It does not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, gender, age, sexual orientation, marital status, pregnancy, disability, medical condition, or veteran status, in the administration of its admission policies, educational policies, scholarship and loan programs, athletic and other College-administered programs, and employment policies. Pitzer strongly encourages candidates from underrepresented groups to apply. 

Safety Report  

In compliance with applicable law, Pitzer College publishes an annual report containing statistical information concerning the occurrence of crime on campus and adjacent thereto, as well as policies and practices concerning security. A copy of this report is online at http://www.cuc.claremont.edu/cs/index.asp or by contacting The Claremont Colleges Department of Campus Safety: 251 E. Eleventh Street, Claremont, CA 91711-3947; (909) 621-8170.

Reporting Definitions

• Campus Security Authority Reporter (CSA): Employees responsible for reporting crimes that are disclosed to them, so that crime statistics reporting is as accurate as possible.
• Federal Educational Rights and Privacy Act Reporter (FERPA): Employees with access to student records and information must adhere to the privacy protection requirements under FERPA, which restricts what student information may be disclosed and to whom.
• Mandatory Reporter: Employees who have frequent contact with children are required to report all known or suspected cases of child abuse or neglect.
• Responsible Employee: Any employee who has the authority to take action to redress sexual violence, who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate School designee; or whom a student could reasonably believe has this authority or duty.