Gift Administration Analyst

CANDIDATES ELIGIBLE TO APPLY: THIS RECRUITMENT IS AVAILABLE TO CURRENT ON-CAMPUS EMPLOYEES ONLY.

CLASSIFICATION TITLE: Administrative Analyst/Specialist-Non-Exempt

UNION CODE: R09

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: Step 1 $4799 - Step 4 $5093

• However offer amount will be commensurate with candidates experience education skills and training.

CSU CLASSIFICATION SALARY RANGE: $4799 - $6992

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans choice of dental plans vision coverage retirement participation in CalPERS CSU tuition waiver up to 24 vacation days per year sick leave with unlimited accrual 15 paid holidays per year and more! See our benefits website for additional information.

POSITION PURPOSE: Under the general supervision of the Director of Budgeting and Accounting for University Advancement Office of the President and Business Partners the Gift Administration Analyst provides specialized administrative technical and analytical support for the day-to-day administration of University Advancement and CSUB Foundations gift program and financial reporting functions. The position is responsible for analyzing and interpreting gift and donor information to support accurate recording reconciliation reporting and data integrity while assisting with established internal controls and compliance requirements. The incumbent applies policies and procedures related to gift acceptance and processing including those established by the Council for Advancement and Support for Education (CASE) the Chancellors Office Internal Revenue Service (IRS) and University guidelines and assists in resolving related issues and inquiries.

The position exercises judgment to support workflow consistency and operational effectiveness by identifying discrepancies assisting with data quality review efforts and supporting process and reporting improvements within established guidelines. The incumbent collaborates with cross-functional partners including the Data Analyst/Prospect Lead and accounting staff to support audit compliance reporting and reconciliation activities across multiple systems. This position serves as a liaison and resource to internal and external stakeholders including donors deans faculty staff and auditors and may provide lead direction to student assistants. Assignments require handling of multiple work priorities and accountability for own work results. Through this work the incumbent supports the fiscal integrity compliance and operational effectiveness of the Foundations gift administration program and reporting operations.

DUTIES & RESPONSIBILITIES:

Gift Administration Operations & Workflow Support

• Coordinate and support the day-to-day administration of gift processing operations ensuring alignment with University and Foundation operational objectives compliance requirements and established procedures.
• Monitor gift processing workflows to identify recurring issues or inefficiencies and support process improvements including assisting with system updates automation efforts and documentation of procedures to enhance accuracy consistency and operational efficiency.
• Analyze donor gift and financial data across multiple systems (e.g. PeopleSoft Blackbaud/Raisers Edge Gravyty Almabase and other third-party platforms) to identify discrepancies process gaps or data inconsistencies and coordinate with appropriate functional areas to support corrective actions.
• Assist in the development documentation implementation and maintenance of procedures related to gift acceptance processing reconciliation and records retention to improve consistency and internal controls.
• Collaborate with stakeholders to support data integrity across fundraising and financial systems by identifying data inconsistencies or process gaps troubleshooting routine system or interface issues assisting with data quality review and coordinating with functional areas to support resolution efforts. Assist with data cleanup and reconciliation projects to improve data accuracy consistency and alignment across systems.
• Maintain and update the chart of gift accounts and Delegation of Authority module by reviewing gift agreements and supporting documentation to accurately interpret donor intent. Prepare and process chartfield request forms and trust agreements for newly established funds to support alignment with financial structures reporting requirements and University policies.
• Provide guidance and responsive customer service to internal and external stakeholders including donors and donor representatives by applying and explaining established policies and procedures responding to inquiries and assisting with appropriate gift handling.
• Compile analyze validate and reconcile donor and financial data to support internal and external reporting requirements ensuring accuracy completeness and compliance with reporting standards.

Gift Processing Compliance & Donor Support

• Process document update and record gifts and pledges received by the Foundation on behalf of the University including additions updates cancellations and adjustments while maintaining confidentiality and documentation integrity.
• Review gift agreements and supporting documentation to ensure accurate designation recording and compliance with Foundation University CASE IRS CSU and Chancellors Office policies and procedures.
• Evaluate a range of gift types including planned gifts stock gifts estate gifts matching gifts and qualified charitable distributions ensuring accurate processing and compliance with applicable requirements.
• Monitor process and verify payroll deductions recurring gifts and pledge activity. Identify discrepancies and assist with corrective actions as needed.
• Establish process monitor and post gifts received through various payment methods in accordance with Payment Card Industry (PCI) and cash handling policies and procedures identifying control gaps and assisting with enhancements to mitigate risk.
• Prepare and process gift acknowledgments tax receipts pledge reminders invoices cancellations and related donor correspondence.
• Maintain and update biographic and demographic data associated with donor gift and fund records within the fundraising database to ensure accuracy completeness and compliance with established standards and reporting requirements.

Reporting Reconciliation & Financial Analysis Support

• Prepare balance and verify philanthropic gift batches by reconciling transactions identifying variances researching discrepancies and coordinating corrective actions to support financial accuracy and integrity.
• Generate and review financial and operational reports using PeopleSoft CFS Raisers Edge and other software to support reporting and reconciliation activities. Identify variances and assist in explaining fluctuations.
• Analyze outstanding and uncashed checks to support compliance with state unclaimed property (escheatment) requirements. Coordinate required follow-up and documentation.
• Assist with preparing and reviewing journal entries and supporting documentation to ensure accuracy completeness and compliance with established accounting standards and procedures.
• Support audit tax and financial reporting processes by preparing schedules reviewing documentation and identifying discrepancies requiring follow-up.

Administrative & Operational Support

• Maintain upload audit and manage records logs and documentation within record retention systems (e.g. Box OnBase) in accordance with Chancellors Office and CSUB records retention requirements.
• Provide backup support to the Business Partner Administrative Analyst as needed by assisting with financial and administrative tasks in accordance with established procedures.
• Perform routine administrative support duties including filing scanning copying submitting work orders completing various forms and performing other routine office tasks to support day-to-day operations of the accounting and reporting department.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE Bachelors degree and/or equivalent training and two (2) years of recent administrative work experience involving study analysis and/or evaluation leading to the development or improvement of administrative policies procedures practices or programs.

SKILLS KNOWLEDGE & ABILITIES (SKAs)

• Regular and reliable attendance is required.
• Working knowledge of University Advancement programs practices and methods with knowledge regarding public
• administration of such systems.
• Basic knowledge of and ability to apply fundamental concepts.
• Ability to learn interpret and apply a wide variety of policies and procedures relating to and impacting the applicable
• program organizational unit and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile write and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve
• as a liaison for the organizational unit.
• Ability to apply independent judgement discretion and initiative to address problems participate in developing practical
• thorough and at times creative solutions.
• Ability to respond to routine inquiries and explain standard policies and procedures to others.
• Thorough knowledge of office and accounting methods procedures and practices.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations
• with diverse personalities and to respond appropriately to conflicts and problems.
• Ability to initiate establish and foster communication and teamwork by maintaining a positive cooperative productive
• work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse
• population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar spelling and punctuation.
• Ability to interpret communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple
• assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing
• spreadsheets databases on-line systems Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• Experience working with Raisers Edge donor database system PeopleSoft Finance and Data Warehouse.
• Demonstrated skills in an institutional/educational environment possessing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS:N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training experience and interest in the position.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment which may be rescinded if the background check reveals disqualifying information and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicants current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position based on potential for harm to children concerns for the safety and security of the people animals or property or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION: It is the policy of California State University Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

The California State University (CSU) including California State University Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs activities admission and employment free from discrimination harassment sexual misconduct sexual exploitation dating violence domestic violence stalking and retaliation. TheCSU Nondiscrimination Policyprohibits discrimination and harassment based on any protected status sexual harassment sexual misconduct sexual exploitation dating violence domestic violence stalking prohibited consensual relationships and retaliation.

Campus contact for our Nondiscrimination policy is Allan Williams Associate Vice President of Civil Rights & Compliance .