Gift and Donor Services Program Assistant Job at University of Rochester (Rochester)

Job Description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. The multi-faceted administrative support provided by the Program Assistant, is critical to the efficient and effective functioning of the department. A high level of communication and follow-up with a variety of university personnel, in and outside of Advancement, on behalf of the Directors’ and other team members is required. This position also performs cash control activities relating to contributions received throughout the Office of Advancement at the University of Rochester. Exercising a high level of confidentiality and independent judgment, continuously applies a working knowledge of internal and external standards, regulations, and applicable laws in the processing and resolution of non-routine accounting matters.

Job Responsibility

Independently manages and prioritizes own workload, consulting with supervisors and/or clientele as necessary
Serves as principal program assistant to the Senior Director, Gift and Donor Services, the Director, Gift and Donor Records and the Director, Gift Compliance and Reporting, as well as two supervisors who currently manage fourteen staff members
While taking security precautions and adhering to cash handling guidelines, open, review, and distribute as appropriate all incoming gift and gift-related transactions for the University and its affiliates received by Gift & Donor Records and Quality Control
Prepare gifts and pledges for deposit and into batches, per departmental procedures
Copy selects checks for backup records, as defined by our policy
In an effort to meet quality control guidelines, calculates batch totals and logs each into the batch log
Works closely with the Accounting Specialist and Director of Gift Accounting and Reporting to execute bank deposit activity
Manage Gift & Donor Services’ communications, answering and responding to inquiries from donors as well as internal staff via phone, email, and verbal requests in a timely manner, responding within 24 hours to indicate request has been received and is in progress
Manages and tracks all donor and gift file transfers to offsite vendor for storage and retrieval as needed
Runs reports daily and merges files for the creation of donor tax receipts
Review for accuracy and manage the time critical preparation in conjunction with Mail Services for mail distribution to the donors
Also assists with generating pledge reminders, printing and reviewing for accuracy
Manages, in conjunction with Mail Services, the distribution of pledge reminders to donors in a timely manner
Also processes PCI-compliant credit card transactions as well as creates new entity records and enter biographic updates in OASIS based upon donor’s request or through projects submitted to Gift and Donor Records
Create and maintain spreadsheets, relational databases, and word processing documents to track, compile, manipulate, and format data for reporting and operational logs as needed by the three Directors
Responsible for overall administrative support services in Gift and Donor Services requiring extensive experience with policies, procedures, and practices of the university, or within a specific division, or in other demonstrated and related equivalent situations
This includes general office and relative administrative services including managing calendars of the Directors, controlling access to the directors, departmental billing, ordering supplies and other similar duties as assigned
Also tracks all staff absences for department on the HRMS tracking sheet and then reviews the accuracy of all timecards, making necessary edits, and secures appropriate signatures
Represents Gift and Donor Services and the University in a professional manner, protecting confidentiality of donor information at all times
Collaborate with various internal customers to understand their informational and business needs, and how the program assistant’s work impacts them and external customers
All work should meet timeliness and accuracy standards, as defined by department procedures
Maintain an orderly work area, files, and records, including clearing desk at the end of the day, locking all confidential donor information when away from desk, and keeping records of files so work can be retrieved by the supervisors as necessary
Independently manage own workload and priorities, consulting supervisors and/or clientele as necessary
Through training and training materials, understand policies and procedures related to position
bring to supervisor’s attention possible issues in a timely manner and participate in determining solution
Other duties as assigned

Requirements

High School Diploma required
Associate’s degree preferred
2 years of relevant experience required
equivalent combination of education and experience required
Proven ability to work independently with minimal supervision as well as be a strong cross-functional team player
Advanced computer skills in the Microsoft Office suite of products are required as well as a general aptitude for learning new programs, including experience with databases
This position requires good judgment, self-direction, discretion, a positive attitude, strong oral and written communication skills, strong customer service and problem-solving skills and the ability to accommodate shifting priorities while meeting deadlines
General understanding of national and institutional professional fundraising methods and advancement services practices and standards preferred

Nice to have

Associate’s degree preferred
General understanding of national and institutional professional fundraising methods and advancement services practices and standards preferred

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