Gift Administration Specialist

Employer
University of Colorado System Administration
Location
Denver, CO

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Institutional & Business Affairs, Alumni Relations & Development, Clerical & Administrative Support
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Job Details

Description
Department Description

The Advancement operation provides the management and coordination of the back office functions to support the campus-based fundraising field staff. These include research, marketing and communications, gift processing, data base management, estate gift planning, and other services. These central services produce economies of scale by eliminating the need for these back office functions to be duplicated on each of the four campuses. They also place the institution in an optimal position to attract substantial support from the philanthropic sector.

Position Description

The Gift Administration Specialist manages and tracks the day-to-day activities of the gift agreement documentation process from start to finish including ticket management, document drafting, communication with campus partners, draft reviews, signature collection, data entry, and process documentation.  This position may assist in supervising a student employee.

The Gift Administration Department (GAD) supports the advancement activities conducted throughout the CU System, which includes the System Office, four unique campuses, the President’s Office, and the CU Foundation. This position will serve as a strategic partner and effective communication point with colleagues at all levels and will be a critical member of the team at a transformative moment for our energetic, entrepreneurial advancement division.  The Gift Administration Specialist will collaborate with Development Assistants and Development Officers to support the creation and maintenance of high-quality gift documentation while also maintaining an active awareness of goals, and objectives, of the development program as a whole, and become a trusted advisor to support the achievement of campus strategic business goals.  

The position also advises leadership on policies, procedures and operational activities related to the business functions. A successful candidate must possess excellent communication and organizational skills and have the ability to successfully manage multiple self-directed projects that may, at times, have competing priorities.

The position will report to the Assistant Director of Gift Agreements and is exempt from the state of Colorado Classified Staff System.

Duties & Responsibilities

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

Gift Agreement Management: 

  • Craft and review all gift agreements for clarity, accuracy and legal compliance
  • Liaise with Campus Advancement, CU Legal and CU Foundation
  • Effectively summarize and document any exceptions
  • Delegate gift agreement signature routing tasks and other necessary tasks to student employee
  • Provide guidance and education on relevant policies and templates
  • Develop and maintain strong campus partnerships to provide success in Gift Administration processes
  • Offer suggestions on the gift agreement process and workflow and plans for solutions
  • Identify and analyze issues and reach out to Gift Administration AD, CU Foundation and campus partners with potential situations
  • Utilizes system tools, such as DocuSign to obtain signatures on gift documents from donors, University partners, the Foundation President, and other relevant parties
Gift Agreement Request Management:

  • Regularly monitors and manages the general inbox and system tools and assigns workflow to the appropriate team members
  • Ensures all system tool data fields are accurate and updated as information on gift agreements change
  • Manages and addresses system tool task assignments
Data Management and Reporting:

  • Preserve the accuracy of Gift Administration information within system tools by working closely with the Records team and other Advancement departments
  • Monitors and addresses data integrity reports received from system tools and updates records as required
  • Identify useful information (reports) in system tools for use of Gift Administration team members or campus partners
  • Identify metrics and reporting needs for campus partners and other stakeholders and pulls this information from system tools
  • Schedules, coordinates, and manages check-in meetings and updates with meeting information
  • Prepares and validates campus specific gift documentation reports in preparation for monthly check-in meeting between the Gift Administration team and campus liaisons
  • Uploads additional gift and historical documentation into system tools as requested
Additional Activities:

  • Assist Gift Administration AD in the maintenance of Gift Administration materials, including:
    • Outreach
    • Instructional documents
    • Templates
  • Assist in providing information to key campus partners on process improvements or issues
  • Cross train and provide assistance to the student employees
  • Assist in the annual Endowment Status Report (ESR) process including:
    • Assists the GAD Assistant 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 GAD Assistant Director, manages the special handling process by collecting request forms, coding entity records, and checking data and proof files
    • Alongside the GAD Assistant 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
Who we are and What we offer

Who we are: System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses. This position is located in Denver at our 1800 Grant Street Office with the ability to work a hybrid schedule.  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 salary range has been established at $62,000-$67,000.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

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 pay
  • Paid 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.

Additional taxable fringe benefits may be available.

More information on benefits programs, including eligibility, is available at www.cu.edu/employee-services/.

Knowledge, Skills and Abilities 

To be successful in this position, candidates will need the following:

  • Professional demeanor and a service orientation
  • Strong organizational and time management skills
  • Proven ability to prioritize work, set limits, attend to detail and meet deadlines
  • Create, develop and maintain strong working relationships with individuals and groups across a complex environment
  • Effective oral/written communication skills and interpersonal skills
  • Strong ability to solve problems and work with individuals at all levels in the organization
  • Proficient with MS Office applications and the ability to learn and experiment with new software and systems
  • Ability to establish and maintain partnerships with development staff
  • Ability to deal with confidential material and uphold high ethical standards
  • Skilled in and ability to effectively communicate verbally and in writing
  • Ability to manage and prioritize multiple tasks and projects simultaneously
  • Skilled in and ability to utilize Microsoft Office suite


Qualifications
Minimum Requirements

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications.  You must meet all minimum requirements listed at the time of application to be considered for this role.

  • Bachelor’s Degree from an accredited institution of higher education or equivalent professional experience.  (The educational requirement may be substituted by professional experience on a year for year basis).
  • One (1) year of experience required related to gift administration, gift management, administrative support, and/or data management and reporting.
  • Ability to travel to 1800 Grant St. and the four CU campuses as needed
Preferred Qualifications

  • Two (2) years of related experience as stated above
  • Non-profit experience, preferably in a higher education fundraising environment.
  • Previous customer service experience.
  • Previous donor gift documentation experience.
  • A background in fundraising, gift/grant administration or other relevant nonprofit experience is highly desired


Job Category: Development
Primary Location: Denver
Schedule: Full-time
Posting Date: Sep 16, 2021
Unposting Date: Ongoing

Organization

Read our Diversity Profile The University of Colorado is the third largest employer in the state of Colorado and plays a profound role in the lives of individuals, businesses and communities throughout the state, across the country and around the world. Nearly 500,000 alumni lead the way in business, science, the arts, health care and their communities, and they’re joined by some 15,000 more each year.UC aerial view

Founded in 1876, the University of Colorado now includes four campuses: CU BoulderCU Denver, CU Colorado Springs and the University of Colorado Anschutz Medical Campus. The University of Colorado is recognized as a national leader in teaching and research excellence, with campuses offering more than 300 unique degree programs.

University of Colorado campuses are consistently ranked nationally and regionally by U.S. News & World Report’s annual Best Colleges Rankings. A total of 14,479 degrees in were awarded in 2015-16 and the total enrollment among CU’s four campuses during the fall 2016 semester was 63,202.

UC buffaloIn FY 2015-16, CU garnered $924 million in sponsored research awards, which support research related capital improvements, scientific equipment and salaries for research and support staff. In the past year alone, CU Technology Transfer registered 275 invention disclosures, 112 new patent filings and 193 follow-on filings. Five new companies were formed based on CU technology.

 

Our outstanding staff and faculty make us who we are. Notable honors and awards received include:  

  • Five Nobel Laureates
  • One Pulitzer Prize recipient
  • Nine MacArthur fellows
  • Twenty-four recipients of the Hazel Barnes Prize
  • Two Carnegie Foundation Professor of the Year honorees
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