Development & University Advancement: Financial Specialist and Matching Gift Coordinator
Job ID 14631
Location UW Eau Claire;Eau Claire, WI
Full/Part Time Full-Time
POSITION: A full-time university staff position is available in the Alumni Development & University Advancement Office beginning August 13, 2018. The working title for this assignment is Financial Specialist and Matching Gift Coordinator with an official title of Financial Specialist Senior. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience.
MINIMUM QUALIFICATIONS: Minimum of associate degree required. At least four years’ experience in an office working environment, doing administrative and basic accounting work. Strong organizational, written and oral communication skills; strong interpersonal skills to be able to interact with donors, alumni, students and staff; very proficient in Microsoft Office components and internet search skills. Must be detail oriented.
PREFERRED QUALIFICATIONS: Bachelor’s degree. Experience in working in a non-profit organization/foundation where fund raising is a major activity; experience working with data bases/software such as People Soft, Raisers Edge, Financial Edge; proficient with Microsoft Word and Excel; good typing skills; ability to deal with and maintain confidential information; and demonstrated commitment to diversity, equity, and inclusiveness.
DUTIES: Working Title: Financial Specialist and Matching Gift Coordinator
This position is on the staff of Development and Alumni Relations and provides critical program support to the UW-Eau Claire Foundation. This position serves as staff member for all cash receipts processing and demographic updating on donors and alumni as well as overseeing matching gifts for the Development and Alumni Relations area. The primary function is to record charitable gifts and miscellaneous revenue receipts on the Foundation's accounting/bookkeeping system. This position is responsible for making independent decisions on gifts that are not clearly designated, reconciling daily logs, creating new donor records, conducti ng online research for information on constituents and updating valuable demographic information on alumni and donors. This position reports to and works under the general supervision of the Director of Finance.
Position requires a highly motivated, well organized, hard-working individual who pays great attention to detail. Applicant must be proficient with Microsoft Word and Excel, email and have good typing skills.
The items enumerated in A to D below are specific job functions and approximate percentage of time spent on each.
A. Enter Gifts and Prepare Log Reports and Reconciliations- 50%
A1. Tape contributions and revenues to determine log and deposit totals.
A2. Prepare reconciliation form using tapes run when checks were received and compare reconciliation form with log and deposit totals. Maintain historical information on daily logs for current fiscal year.
A3. Enter gifts of most general donations as assigned daily, ensuring gifts go to correct Foundation accounts according to the donor's wishes.
A4. Update and verify donor demographics, relationships, and occupations in database.
A5. Provide back-up for the daily audit, posting and receipting process.
A6. Provide backup support for office personnel for mailings and other duties as assigned.
B. Matching Gift Coordinator-30%
B1. Collect matching gift forms from donors whose gifts qualify for corporate matches.
B2. Complete paper and online gift verification forms and submit them to the appropriate companies.
B3. Monitor when matching gifts are received and ensure they are credited to the proper accounts.
B4. Remain current on matching gift policies for various companies.
B5. Notify donors who make gifts and are employed at matching gift companies that their gifts may qualify for a match and ask them to submit forms. Notify donors when the corporate match has been received.
B6. Monitor receipt of corporate matches and follow up on gift matches that have not been received within a reasonable time.
B7. Verify matching gift relationship information has been entered correctly on donor records.
C. Handle Non-Cash Contributions and Revenue-10%
C1. Process and verify credit card donations and revenue payments.
C2. Record payments for revenue items such as university department special event income and sale of merchandise.
C3. Serve as back up for entering gifts of stock, gifts-in-kind, EFT, payroll donations and monthly credit card gifts.
D. Maintain Constituent Records and Foundation Accounts-10%
D1. Have complete responsibility for confirming deceased constituents and updating donor records to reflect deceased status. This includes notifying appropriate Foundation staff members.
D2. Supervise student workers in areas of gift entry and demographic updating in conjunction with the other Financial Specialist. Assign work responsibilities, coordinate workflow, monitor accuracy of data updating and ensure timely completion of projects. Provide additional training and counseling on work performance where needed.
D3. Conduct independent research on constituents and update records with current contact and biographical information.
Knowledge, Skills and Abilities Requirements
1. Functional knowledge of Raiser's Edge (RE) and Financial Edge (FE) software and other online databases.
2. Complete knowledge of Foundation policies and procedures regarding the proper accounting for all incoming funds.
3. Knowledge of Foundation general daily processes for col lection of funds, auditing of the process, proper recording in the accounting records in RE and other worksheets, depositing of funds.
4. General knowledge of Foundation database and alumni/donor information.
5. General knowledge of accounting processes and terms to be utilized on daily data entry and for other reporting and accounting as required by the Director of Finance.
6. Requires organized, highly motivated individual able to work flexible schedule and be a team player.
7. Must be able to be extremely accurate in all facets of accounting and other database data entry.
8. Essential skills include strong written and oral communication skills, fluent in Microsoft Office components, such as Word and Excel spread sheets, ability to balance multiple priori ties and deadlines.
THE UNIT: The Alumni Development Unit consists of 20 colleagues focused on and committed to the proactive engagement of alumni and friends in supporting the University of Wisconsin-Eau Claire. This includes annual, major and planned giving programs to effectively generate private resources for the University’s benefit. The staff includes several off-site major gifts officers who work in the Twin Cities, Madison and Milwaukee areas cultivating, soliciting, and stewarding alumni and friends of the University. The unit works on effectively communicating and engaging the more than 85,000 alumni and more than 13,000 annual donors to the UW-Eau Claire Foundation. For more information go to: http://www.uwec.edu/foundation/
UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.
The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.
APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: http://www.uwec.edu/Employment/uweccareers.htm. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the Development and University Advancement: Financial Specialist and Matching Gift Coordinator position (Job ID # 14631) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached and all required fields are completed. Please be sure you have included the following in PDF format:
- Letter of application
- Names and contact information for three references.
Please direct requests for additional information to: Coby Kohn, CFO, at [email protected] or 715-836-2000.
To ensure consideration, completed applications must be received by 4:00 pm on August 27, 2018. However, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. A criminal background check is required prior to employment.
The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report (https://www.uwec.edu/human-resources/employment-opportunities/job-penings/upload/AnnualSecurityandFireReport-2.pdf) . Also visit our Campus Security Authority policy (https://www.uwec.edu/human-resources/employment-opportunities/job-openings/upload/CleryCompliancePolicy.pdf)
UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing diversity, equity, and inclusion.