Donor Services Specialist - Portland, United States - University of Portland

Description

Job Title Donor Services Specialist Department Advancement Services Job Code A31316 Job category Full Time Staff Terms and Hours Exempt, full-time Salary Range Starting salary $51,000, commensurate with experience Job Summary

This position is responsible for the coordination and implementation of policies, systems, and processes in the areas of fund creation, donor stewardship and stewardship reporting.

Specific responsibility areas include proper recording of gifts and new funds, implementation of prudent accounting procedures related to these areas, implementation of proper documentation and correspondence.

Core Duties

• Oversee fiscal stewardship and gift fund management processes including gift and pledge agreements, scholarship documentation, renewals and applications, and the tracking and processing of new agreements.
• Coordinate fiscal stewardship of established funds-reporting (including endowment reporting), spending, market value, fund balance, distribution projections, closing, amending, etc.
• Utilize knowledge of stewardship practices, tools, and reporting to facilitate donor engagement opportunities and partnerships with Advancement team members, University deans and directors, leadership, and students.
• Oversee and support preparation of stewardship packages for donors.
• Direct and support the performance of annual portfolio audits to ensure that all related documents, fund, steward, and beneficiary information is updated accurately in the relevant database(s).
• Manage annual reporting, which involves coordination with other units, areas, and colleagues. Ensure the timely distribution of accurate stewardship reports to all relevant parties and constituencies, personalizing donor outreach as much as possible.
• Maintain active awareness of important news and events related to philanthropy.
• Coordinate with the Office of Financial Aid, Controller's Office, and other relevant University areas/offices and colleagues to ensure that the standards for gift acceptance, processing, and fund accounting reflect best business practices and comply with relevant regulatory and industry requirements.
• Collaborate with Planned Giving, Corporate and Foundation Relations, Major Gifts, and Annual Giving to establish processes, reporting and data standards, and ongoing documentation of systems and practices.
• Oversee and support input of relevant data and documents into database(s) related to specified areas.
• Coordinate with relevant University areas, offices and colleagues to ensure the proper entry of all gifts, pledges, and fund assignments.
• Produce accurate fund reports on a regular and upon-request basis. Reports may include, but are not limited to, information about donors, fund activity and annual endowment reports.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

• Required: Bachelor's degree.
• Preferred: Relevant experience in a University setting.
• Preferred: Education or experience related to accounting.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• Preferred: None.

Knowledge, Skills & Abilities

• Excellent project management and coordination skills. Proven success in following through with and completing projects, including multiple projects at the same time.
• Excellent verbal and written communication skills, including strong writing, editing, and proofreading skills.
• Demonstrated work-related mathematics and accounting skills.
• Solid ability to learn and apply policy and regulatory requirements.
• Strong orientation towards taking ownership of projects and assignments and being proactive with such projects, assignments, quality, professional development, and process improvements.
• Ability to prioritize, multitask, be flexible, and meet deadlines.
• Excellent organizational skills and attention to detail.
• Excellent analytical, critical thinking, and problem-solving skills.
• Ability to routinely and independently exercise sound judgment in decision making.
• Ability to maintain and promote confidentiality and effectively handle highly sensitive and information and data with sound judgment, tact, and discretion.
• Excellent customer service, interpersonal skills, and diplomatic ability. Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Ability to work independently, to effectively receive supervisory input and directions, and to effectively work and contribute as part of a team.
• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

• Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

• Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution.

The University's mission statement states in relevant part:
"we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.

" The University's Statement of Inclusion states in relevant part:
"Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."

• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• The full Mission Statement is at:
• The full Statement of Inclusion is at:
• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements.

(Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number S Number of Vacancies 1 Estimated Start Date Open Date 05/07/2024 Close Date Open Until Filled No Special Instructions Summary