Coordinator for Finance and Administration

Job description

DescriptionPosition Summary:
The University of Colorado (CU) System’s Office of Advancement provides centralized support for CU’s fundraising and advancement operations. The office works with CU’s four campuses – Boulder, Denver, Colorado Springs, and the Anschutz Medical Campus – to engage and inspire constituents and steward donors and their gifts to CU. 

The Coordinator for Finance and Administration supports the Director, Business Operations Manager, Senior Program Manager of Gift Administration, and the Program Director of Organizational Development in all finance, gift documentation, and organizational development related activities for CU’s System Advancement Office. Successful incumbents must possess excellent communication and organizational skills and successfully manage multiple self-directed projects that may, at times, have competing priorities. The position will be expected to quickly switch between projects and areas of focus as priorities shift.

This position reports to the Director of Finance and Administration and is exempt from the State of Colorado Classified System.

Duties and responsibilities of the position include, but are not limited to: 

Gift Fund Transfers

  • Regularly (at minimum bi-weekly) monitors and manages a general inbox ([email protected]) to obtain and communicate directives for gift fund transfers and any other inquiries for the unit
  • Moves an estimated $4 million annually of gift funds from five separate gift clearing accounts to the appropriate campus gift accounts by obtaining and preparing all appropriate documentation and entering accounting journals in the University’s finance system (PeopleSoft)
  • Creates Gift Transmittals (“TNs”) in the fundraising database, Advance, so gifts are appropriately documented and receipts are sent in a timely manner to meet IRS deadlines at calendar year end 

  • Under the supervision of the Business Operations Manager, use the University Procurement system, Marketplace, creates requisitions, purchase orders, and payments and performs other procurement activities on transactions less than $5,000
  • Under the supervision of the Director, utilizes a procurement card for purchases not available through Marketplace
  • Assists System Advancement employees with personal and travel expense reimbursement through the University’s expense management system, Concur
  • Takes inventory and purchases and maintains supplies for the office including, but not limited to, copier maintenance, paper, breakroom items, and general office needs
Accounting & Budget

  • Supports the Finance team with the bi-annual and annual projection and budgeting process, which may include assistance with gathering expense requests, compiling individual unit budgets, developing the budget package, and preparing for presentation to the Advancement Leadership Team
  • Assists the Business Operations Manager to set, track, and report expenses for the Facilities unit budget and provide support on building and rental lease management
  • Supports the Business Operations Manager with preparing monthly financial updates, which includes running reports from the University’s financial system, updating unit spreadsheets, and assessing expense codes
  • Updates and monitors the departmental accounting calendar with annual subscriptions and contracts to assure timely payment to vendors and renewal of purchase orders
Gift Agreement Ticket Management

  • Supports the gift document process from start to finish including ticket management, document drafting, signature collection, data entry, and process documentation
  • Regularly (at minimum daily) monitors and manages the general inbox ([email protected]) through a ticket management system, Cherwell, and assigns workflow to the appropriate team members
  • Monitors emails directed to the special rules folders in Microsoft Outlook, moves items to the appropriate ticket, and follows through on requested actions
  • Ensures all Cherwell data fields are accurate and updated as information on gifts changes
  • Manages and addresses Cherwell Task assignments including final document preparation, signature review, signature routing, allocation creation, and steward beneficiary updates
  • Utilizes DocuSign to obtain signatures on gift documents from donors, University partners, the Foundation President, and other relevant parties
Report/Data Management

  • Uploads additional gift and historical documentation into Advance, as requested
  • Prepares and validates campus specific gift documentation reports in preparation for monthly check in meetings between the gift administration team and campus liaisons
  • Schedules, coordinates, takes notes, and updates tickets with meeting information
  • Monitors and addresses Data Integrity reports (Deceased Entities and Closed Allocations) received from Advance reporting and updates allocations as required
  • After memorial and suspense fund notifications, assists the Senior Program Manager with outreach to campus liaisons regarding follow up actions
Endowment Status Reports

  • Assists the Director with creating, compiling, proofreading, and uploading the campus/unit specific cover letters for the annual mailing of endowment status reports
  • Supports the annual data cleanse process by assisting campus liaisons and records management teams to ensure allocation and stewardship records are updated and accurate
  • Under the supervision of the Director, manages the special handling process by collecting request forms, coding entity records, and checking data and proof files
  • Alongside the Director, plays a critical role in the review process of endowment status reports prior to the mailing
  • Follows through on all hand delivery requests, email notification requests, and returned by post office packets

  • Supports the logistics of Central Advancement’s New Employee Orientation, including purchase of materials and supplies
  • Supports necessary purchases for Organizational Development unit needs including subscriptions and services for departmental activities
  • Performs editing and review of written copy for a variety of unit projects, emails, policy and surveys
Additional Activities

  • Provides support and coverage as team members are unavailable for critical tasks or responsibilities in the unit
  • Provides additional administrative support for Gift Administration, Finance, and Organizational Development as needed
  • Seeks opportunities to enhance, streamline, and document policies and procedures wherever possible
  • Creates, develops, and maintains strong working relationships with individuals and groups across a complex environment
  • Takes on additional projects and activities as assigned
Who we are: System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with an office in Broomfield and a few smaller offices located on the campuses.  However, this position is located in the Denver area.  Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.  Learn more about CU System Administration

The University of Colorado has been proactive in response to the COVID-19 pandemic. You can visit our COVID-19 webpage for more information.

What we offer:
Salary: The hiring salary range has been established at $48,000-$50,000. 

Benefits: The University of Colorado offers an excellent benefits package including:

  • Medical: Multiple plan options
  • Dental: Multiple plan options
  • Additional Insurance: Disability, Life, Vision and Wellness 
  • Retirement 401(a) Plan: Employer contributes 10% of your gross payPaid Time Off: Accruals over the year
    •  Vacation Days: 22
    • Sick Days: 15
    • Holiday Days: 10
  • Tuition Benefit: System employees have the benefit on all campuses  
  • ECO Pass: RTD Bus and light rail service
  • Additional Perks & Programs: Click here to access a few more Perks and Programs 
Click here to access our Total Compensation Calculator to see what your total rewards could be at CU. This position is a University Staff position.

More information on benefits programs, including eligibility, is available at

Knowledge, Skills, and Abilities:
To be successful in this position, candidates will need the following:

  • Knowledge of general financial and accounting principles, processes, and best practices
  • Customer service skills, including the ability to actively listen, address customer needs, defuse tense situations, and maintain an open, flexible, and friendly demeanor
  • Organizational skills, including the ability to set and meet goals and deadlines, manage appointments, create schedules, coordinate and facilitate meetings, and make decisions
  • Oral, written, and listening communication skills, including the ability to accurately interpret what others are saying and convey messages, information, concepts, and details clearly
  • Interpersonal skills, including the ability to facilitate interaction, communication, and teamwork between others
  • Analytical and problem-solving skills, including the ability to examine data and trends in order to produce results
  • Computer skills, including the ability to utilize Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) and lean and experiment with new software and systems
  • Ability to work under pressure, manage multiple concurrent and competing tasks and responsibilities, and adapt to changing priorities while maintaining personal effectiveness
  • Ability to work with individuals at all levels in the organization
  • Ability to maintain a professional demeanor, service orientation, and deliver a high level of commitment to customer service

QualificationsMinimum Requirements:

  • Bachelor’s degree from an accredited institution of higher education, or equivalent professional experience (professional experience may be substituted for the educational requirement on a year-for-year basis)
  • Three (3) years’ experience working in a business office environment performing a variety of administrative and accounting support functions
Preferred Qualifications:

  • Bachelor’s or post-baccalaureate degree from an accredited institution of higher education in accounting, finance, or business-related field
  • Five (5) years’ experience working in a business office environment, as indicated above, which may also include:
    • Experience managing a budget(s) or gift documentation
  • A background in higher education, non-profit management, fundraising, or other relevant nonprofit experience is highly desired

Job Category: Finance and Accounting
Primary Location: Denver
Schedule: Full-time
Posting Date: Aug 25, 2020
Unposting Date: Ongoing




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Job No:
Posted: 8/26/2020
Application Due: 11/24/2020
Work Type: