Apply now Job no: 513694
Classification:Administrative Generalist 3
Work type: Staff Full-time
Administrative Unit:University of Alaska Statewide
School/Business unit:VP University Relations 4
Categories: Business/Accounting/Finance, Development/Alumni Affairs, Office/Clerical, Administrative/Personnel
The University of Alaska Foundation (UA Foundation) seeks an individual to process UAA and UAS’ daily donations (and backup for the other campuses). The number of donations per week can range from 150-300, depending on the time of year. In addition to depositing and processing donations, this position also works with UAA and UAS departments on proper donation acceptance methods. The Director of Fund & Gift Services in Anchorage and this position handle coverage for the office to ensure it is staffed for donation acceptance. The position also assists in processing calendar year end donations during the winter holiday break. Additionally, this position assists in the pick up of gifts at the UAA Development office on-campus (the UA Foundation Anchorage office is off-campus) and at the University Center. Therefore, the successful candidate must have access to a vehicle, a valid driver's license, and have the ability to run errands within the Anchorage city limits.
10 GIFT REPORTING. Track online and credit card recurring gifts. When updates are needed notify the Development Officer to contact the donor about keeping their pledge or continuing their donation.
Provide donor and gift specific information to requesting entities (chancellor, development officers etc.) in accordance with UA Foundation policies and procedures for charitable contributions, events, sponsorships, etc.
Notify UAA Planetarium staff of new/updated memberships information. Essential
10 PAPERWORK. Provide donation consultation and guidance to internal and external community.
Process paperwork for gifts that require reimbursement, check requests or transfers.
Request gift changes with complete detail for the change and why there is a change needed. Track these gift changes. Essential
20 LIASING/COMMUNICATIONS. Act as liaison between the UA Foundation with campus development offices
with limited authority and regulations relating to administration of program. Communicate about expected and received contributions and inform development staff of gift arrivals.
Coordinate gift acceptance practices with the campus development offices and campus departments and ensure compliance with various internal and external policies and regulations – including fundraising efforts, annual solicitations, membership forms, and online giving pages. Essential
60 GIFT PROCESSING. Prepare daily deposits for UA bank accounts.
Process walk-in, telephone, mail, credit card and online gifts in Raisers Edge database. This position is the primary employee who handles biweekly payroll deduction donations and all corresponding donor/department questions. Interpreting complex rules and policies detailing appropriate handling procedures. Following Foundation guidelines ensuring the money received are actual donations for the Foundation.
- Follow cash management policies for cash, checks and credit cards.
- Scan in all documentation for back up to process deposits.
- Create PDF files for online donations with proper information showing payment details along with gift designation details.
- Follow guidelines for process Individual Retirement Account distributions and Donor Advised Funds.
- Process electronic fund transfers
- Process stock donations
Process pledges, recurring gifts and payroll deductions.
- Set up employees payroll deductions, recurring gifts, and pledges in Raiser’s Edge (RE)
- Process UAS pledges for payroll deductions (separate process)
Process tangible and service-related donations. Determine if they are Foundation or non-Foundation gifts.
Liaise and coordinate with institutional membership-driven programs for processing contributions (Planetarium, etc.)
Process contributions with benefits
- Research the contribution to determine its fair market value and type (if it is a fundraising sale, membership or event)
Research contribution-specific details, such as correct fund, campaign, appeal, and proposal. Apply gifts to appropriate pledges and proposals.
Coordinate with Fund and Gift Services Managers about gifts that will impact funds or gifts that require additional paperwork. These gifts must then be separated out and tracked to ensure they are processed properly.
Provide routine interface with donors and departments for gift specifics.
Process paperwork for company matching gifts. Verify gifts.
Update records to with new information provided on gift detail or through donor interactions. Create new donor records by researching Raisers Edge and Banner or from gift details. Essential
University of Alaska Foundation acts as a service center to all three Universities (Fairbanks, Anchorage and Juneau) supporting fundraising activities of University Development Offices. The mission of the University of Alaska Foundation is to seek, secure and steward philanthropic support to build excellence at the University of Alaska. A legally separate organization from the University of Alaska, the Foundation is governed by a volunteer board and is managed by a President who also serves as the University's Chief Development Officer and an Executive Director/Associate VP for Development (ED/AVPD). The values of the Foundation staff are trust, excellence, services and teamwork.
Ability to understand multiple and overlapping areas of complex rules, policies, and regulations; problem solving skills; ability to exercise confidentiality, precise attention to detail and accuracy; knowledge of general accounting and cash-handling practices; communication skills - oral and written; research skills.
Contact with donors and potential donors requires unusual discretion and strong ethical standards combines with the ability to provide direct guidance that can influence large gifts to the university. This position is responsible for interpreting how best to enter data to ensure expedient and strategic extraction from a very sophisticated relational database. Strong interpersonal skills are essential to maintaining good working relationships with internal and external communities. Position functions with general supervision.
Two years of finance-related experience required.
TYPICAL EDUCATION OR TRAINING:
Associate's degree preferred or 2-3 years of additional experience in financial/cash-handling/accounting environment
This is a full-time,
Grade 76, 12-month position complete with a competitive salary and UA employee benefits package. This is an open until filled recruitment with the initial application review taking place on October 23rd, 2019. To ensure your application is considered, apply by 11:55 pm, 10/22/2019. Applications received after this date may not be considered.
A complete application will include a resume, cover letter, and contact information for three professional references. If you need assistance applying to this posting, please contact UA Office of Human Resources at 907-450-8200.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.
It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at: The policy can be located at:
UAF Campus is a tobacco free campus. For more information, please go to:
Notice of Nondiscrimination:
The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at
An Equal Employment Opportunity/Affirmative Action employer and educational institution.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
Advertised: Alaskan Daylight Time 17 Oct 2019
Applications close: Alaskan Standard Time
31 Dec 2019
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