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Administrative Assistant I, Advancement Services

University of Redlands
Redlands, CA
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Job Details

POSITION CODE: 5189SUPERVISOR: Manager of Advancement ServicesLOCATION: On-site, Redlands, CADEPARTMENT: Advancement ServicesAPPOINTMENT: Staff, Twelve (12) months, Forty (40) hoursSTARTING SALARY RANGE: $15.13 per hourGRADE: S04AVAILABLE: ImmediatelyINTRODUCTORY PERIOD: Six (6) monthsPOSTING DATE: January 4, 2022APPLICATION DEADLINE: January 14, 2022


DESCRIPTION: Reporting to the Manager of Advancement Services, functions as the key support person for the department and as a critical member of the donor services operation. Under general supervision, records gifts and pledges and maintains donor and donation information in the University's fundraising database and hard files. This position requires an individual who can take responsibility for data integrity and who can learn and comprehend a complex database with highly detailed policies and procedures.

  • Processes gifts and pledge payments including check, credit card, and non-cash gifts (securities, real estate, personal property) and deferred gifts daily using Datatel software and ensures gift batch entries balance against proof reports.
  • Transmits electronic files to Office of Business and Finance (OFB) along with reports and balanced daily deposits.
  • Maintains security of financial instruments and credit card information until final delivery to OFB.
  • Distributes gift receipts, envelopes and documentation promptly to appropriate staff in Development Office
  • Establishes new and updates existing Datatel records for individuals and corporations in connection with donations and other University Relations division purposes.
  • Works closely with Advancement Services and Development staff to maintain proper procedures and ensures posted gifts and pledge entries are in compliance with CASE Management Reporting Standards, FASB and IRS substantiation standards, and University guidelines.
  • Distributes and tracks pledge reminders and efforts to complete payment of outstanding pledges, researching and communicating with Development Officers as necessary.
  • Acts as corporate Matching Gift Coordinator, verifying eligible gifts, completing documentation (written or online) required for obtaining matching gifts from corporations, entering expected matches in the database and following up with company representatives via telephone or email for payment within expected timeframe.
  • Assists Manager of Advancement Services in providing documentation for the OFB in connection with the annual audit.
  • Responds to inquiries from other University Relations staff concerning donor records, matching gifts and gift processing.
  • Maintains department donor confidentiality and safe guards operations by keeping information confidential and financial instruments secure.
  • Performs other related duties or special projects as assigned or directed.

MINIMUM QUALIFICATIONS: The position requires a high school diploma or equivalent with two (2) years of additional coursework. Two (2) years of related experience in a similar position is required. Knowledge of higher education and/or non-profit sector preferred. Proficiency in Microsoft Word, Outlook, Excel and familiarity with a relationship database software program required; knowledge of MS Access desired. Must have basic research skills, strong proofreading ability, attention to detail, and knowledge of recordkeeping. Excellent communication, organizational, and customer service skills and ability to interpret regulations and complex procedures required. The successful candidate will competently interact with a culturally and ethnically diverse population of students, faculty and staff, and external constituents.

TO APPLY: Submit a resume/CV and cover letter with the application. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed please call (909) 748-8040.

INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine or submitting an exemption request for medical or religious reasons within sixty (60) days from your date of hire.





University of Redlands garden sign


The University of Redlands is a private, independent liberal arts university centrally located in the heart of southern California. Situated in the area east of Los Angeles known as the Inland Empire, the beautiful Redlands campus is within easy traveling distance of snow skiing, hiking and climbing to the north, some of the world’s best beaches to the south, Palm Springs and Joshua Tree to the east, and the urban culture of Los Angeles to the west.

Ranked 12th among regional universities in the West by U.S. News & World Report, Redlands offers 50 undergraduate programs as well as graduate programs in business, communicative disorders, education, geographic information systems and music.  

The University of Redlands serves approximately 5,000 students in its primarily undergraduate residential College of Arts and Sciences, as well as its School of Education and School of Business, which offer graduate programs at eight locations across southern California in addition to the main campus. The School of Continuing Studies offers non-degree program credentials and course opportunities.

Redlands blends liberal arts and professional programs, applied and theoretical study, traditional majors and self-designed contracts for graduation. For a select group of highly motivated, self-driven students, the progressive Johnston Center for Integrative Studies allows such inclined undergraduates to negotiate their own course of study with a faculty/peer committee, receiving narrative evaluations rather than letter grades.

The Master of Science in Geographic Information Systems program is an intensive, one-year residential program that draws international acclaim, in part due to the close collaboration with Redlands-based Esri, the world’s leading GIS company.

Recognized for having one of the highest study abroad participation rates among our peers, Redlands students travel the world, choosing from more than 100 programs. Redlands’ Community Service Learning program receives national acclaim each year as our students complete over 120,000 hours of public service annually around the world.

Learn more about the University of Redlands.

Find Us
1200 E. Colton Avenue
P.O. Box 3080
ATTN: Human Resources
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