Constituent and Gift Records Coordinator

Feb 28, 2017
Institution Type
Four-Year Institution

Constituent and Gift Records Coordinator

About Mills College:
Located in the foothills of Oakland, California, in the heart of the San Francisco Bay Area, Mills College is a nationally renowned independent liberal arts college for women with graduate programs for women and men. Since 1852, we have been empowering students to become creative, independent thinkers who take and inspire action. For more information, visit

Job Status: Full-time, Non-exempt
Reports to: Associate Director of Advancement Services

Summary of Position:
Reporting to the Associate Director of Advancement Services, the Constituent and Gift Records Coordinator records gifts, grants, and pledges to the College ensuring compliance with IRS tax laws and regulations, accounting best practices, and CASE standards. This position produces tax receipts, pledge reminders, reports, and maintains a variety of database records.

The work of the Constituent and Gift Records Coordinator, like that of the entire Advancement Services group, is crucial to the success of the fundraising team in the Office of Institutional Advancement, the College, and ultimately our donors and alumnae/i. It is inspirational to see the results of a successful relationship between the College and alumnae/i, parents, and friends. Gift processors are often the first to witness the material benefit of these relationships and have an important responsibility to properly receive, process, and report these outcomes whether they be in the form of communication, gifts, or pledges. The Constituent and Gift Records Coordinator is responsible to our donors to properly record and steward their gifts as well as to our fundraising colleagues and the College to do it properly.

Essential Job Functions:
• Process gifts and pledges
• Resolve common questions and issues related to gifts, pledges, and funds
• Generate tax receipts, pledge reminders, and other scheduled stewardship mailings
• Create and update biographic records for individuals and organizations
• Maintain the integrity of electronic and paper records including donor and fund files
• Follow policies and procedures as defined by the Mills' Gift Acceptance Policy, Mills' Administrative
• Policy, CASE and FASB standards, IRS tax laws and regulations, and OIA best practices

Additional Duties and Responsibilities:
• Cross train to learn other areas and functions in OIA
• Perform special projects as assigned
• May oversee student workers
• May pick up and distribute departmental mail

Required Knowledge, Skills, and Abilities:
• Performs work with strong attention to detail and a high level of accuracy
• Performs work efficiently and in an orderly manner
• Able to enter and query data into a complex relational database system
• Intermediate Microsoft Office skills, particularly Excel and mail merge with Word
• Able to work both independently and collaboratively to manage multiple responsibilities, shifting priorities and projects, while meeting established deadlines
• Able to validate complex financial records to ensure accuracy in all final reporting
• Capable of creative problem solving
• Able to establish and maintain effective, collaborative, and productive working relationships within a diverse and multicultural environment both within, and external to, the College
• Able to follow safety policies, practices, procedures and requirements of the department
• Comply with the College Illness & Injury Prevention Plan (IIPP)

Desired Knowledge, Skills, and Abilities:
• Knowledge of fundraising principles and best practices for Higher Education
• Knowledge of best practices in privacy standards and ethical use of personal donor information
• Experience with an enterprise database system, preferably SCT Banner
• Able to assess, interpret, and apply IRS tax laws and regulations, and FASB and CASE standards for gift administration and reporting
• Knowledge of fund accounting
• Understands and relates to the mission of fundraising in the context of Higher Education

Education and Training:
• Bachelor's degree or two years relevant experience required
• Experience working in a development or fundraising office
• Experience at an institution of Higher Education

Physical, Mental, and Environmental Demands:
• Work primarily involves sitting for long periods while using office equipment
• The incumbent will be located in a busy area
• Interruptions and meeting with a variety of people occur frequently
• There are a number of deadlines associated with this position, which may cause significant stress
• The incumbent is required to work over normally scheduled year-end holidays

This position description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.

This is a full-time, non-exempt position; compensation is commensurate with experience. Mills offers an excellent benefits package including medical/dental/vision/life/ insurance/403b retirement plan; 10 days of vacation accrued the first year of service,15 days for years 2-9,and 22 days for 10 years and up; 12 sick days and 10 paid holidays annually. Staff also receives free admission to campus events, use of the pool, fitness center, and tennis courts. Tuition remission is also available after an introductory period.

Mills College does not permit discrimination based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sex, sexual orientation, or gender identity. For more information on Mills' non- discrimination policy, please go to

Institutional Overview:
Mills College was founded with a commitment to the higher education of women in newly founded California - a commitment to an environment that enables women's participation in academic debate, nurtures women's leadership skills, and inspires women to reach their highest potential.

Now under the leadership of a new President, and a new Vice President of Institutional Advancement, Mills College is seeking an advancement services professional who shares an appreciation for our vision of academic excellence, our tradition of women's education, and our commitment to social justice.

Leading Mills as we build this vision is President Elizabeth l.Hillman, who has exceptional and unique experience in leadership, the academy, and women's studies. Prior to joining Mills as our 14th President, President Hillman was provost, academic dean, and professor at the University of California, Hastings School of Law. Her tenure at Hastings was preceded by teaching positions at Rutgers University, Yale University, and the U.S. Air Force Academy. Her background of academic studies is diverse, and includes a PhD with a focus on women's history from Yale.

President Hillman is committed to an engaged partnership with the Office of Institutional Advancement as it builds philanthropic support for programs that will propel us into the future.

The Office of Institutional Advancement is building a team of professionals who will share a passion for the college and its traditions, and who will use that passion to be architects of the college's philanthropic future. Our team is committed to a collaborative, relationship-based culture, and applicants should have a creative spirit, an appreciation for the spectrum of advancement work, and a personal alignment with the college's mission and desire to share that enthusiasm with alumnae and community members.

Please submit your resume, cover letter, salary requirements, completed Mills application document and contact information for three professional references along with your online application at Review of applicants will begin immediately; applications will be accepted until the position is filled.