As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
University Advancement has an outstanding opportunity for a Gift Services Specialist.
The Gift Services Specialist is responsible for independently reviewing, evaluating, researching and recording information as it pertains to the processing and recording of gifts and pledges to the University of Washington. This position makes daily decisions regarding proper recording and disbursement of gift monies. The incumbent interacts regularly with University personnel and donors regarding IRS regulations and University Policies as they relate to charitable contributions for non-profit organizations.
The Gift Services Specialist is expected to perform complex data inquiry, analysis, and entry of gift and pledge related entities using set format specifications on a highly complex relational database. This position is responsible for maintaining up-to-date biographical information on alumni and donors as gifts are processed, following procedures and guidelines as instructed on all tasks. Receive, prepare, and process electronic transactional data across systems in support of University Advancement fundraising initiatives. This Incumbent must adhere to confidentiality of donor information.
RESPONSIBILITIES •Receives, assesses, validates and prepares all gift monies to the UW or UW Foundation, received either directly from a donor or from a department, for entry into the Advance alumni/donor database application. •Processes University gift and pledge related transactions, including gifts of securities, estate and other types of major gifts, in-kind (non-cash) transactions, memorial gifts, credit card, corporate, foundation, and corporate matching gifts. The incumbent enters information, using related tools, while independently applying research, analysis and problem-solving skills, and at all times adhering to appropriate policies and procedures. •Opens incoming mail, reviewing each gift to ensure that it is a charitable donation and then sorts the gifts into categories that pertain to the purpose of the gift. Processes journal vouchers for correcting entries to the gift budget and gift record. Processes credit card refunds and manages recurring credit card profiles. Processes returned items into a database for tracking and distribution. •Establishes and maintains a comprehensive system for recording fiscal activity. Incumbents use established procedures in recording, summarizing, and reporting fiscal activity. Maintain, review, and modify fiscal record keeping systems, databases, and spreadsheets in support of monthly reconciliation and financial auditing. •Correctly identify and/or establish appropriate gift accounts for disbursement of charitable funds into restricted budgets. Track and maintain system records and related documentation for recurring, sustaining, annual, major, and payroll related pledges. Assist in the maintenance of related filing systems. Assist in review and mailing of gift receipts. •Responsible for database management activities to maintain accurate biographical and demographic information for all records. This includes the following activities in support of customer relationship management: •Update contact information and donor preferences. •Establish relationship links for employment, associations, and familial relationships. •Assess and record relationships between corporations and their subsidiaries. •Audit online gifts and event registrations. Confirm that online gifts and registrations are accurately being translated from the online giving database to Advance. Working with Finance & Administration, confirm the accuracy of transactions made through the online giving and third-party vendors. Assist in the daily process of working with the data-upload to Advance, being able to provide assistance when issues arise. •Act as resource for donors and UW departmental personnel regarding questions, interpreting and clarifying policies and procedures for the handling of gifts. Serve as a liaison between Gift Services and the university’s schools, colleges, and program offices to assist with gift acceptance and maximizing participation by donors. •Writes, reviews and evaluates gift processing procedures. Participate in testing of new system and process enhancements. May audit work of co-workers, ensuring the accuracy and completeness of gift and biographical data. Makes recommendations for additional training and/or new and revised procedures as appropriate. Prepares benchmarking statistics to ensure quality control. •Strictly adheres to and enforces office policy regarding confidentiality. •Other duties as assigned.
MINIMUM REQUIREMENTS: One year of full-time experience as a Data Control Technician II, or equivalent.
ADDITIONAL REQUIREMENTS: •Experience working with a large, complex relational database. •Ability to apply strong analytical and computer skills. Logical thinker for identifying problems and their solutions. •Working knowledge of MS Office products including Microsoft Word, Excel and Access; including use of formulas in Excel, and experience using Access forms and queries. •Proven oral and written communication skills, to include the accurate use of grammar and spelling. •Strong interpersonal skills, with a proven customer service orientation. Good communicator, able to work well other team members, staff from other UW departments, and directly with donors. •High level of problem-solving skill to be able to identify, isolate, and resolve fiscal or data discrepancies. •A work style that is proactive in nature and demonstrates initiative for problem identification, resolution, and/or process improvement. •Able to multi-task and navigate between various computer programs to complete required tasks – moving easily between Access, Excel and Advance. •High level of problem-solving skill to be able to identify, isolate, and resolve fiscal or data discrepancies. •Demonstrated ability to work well with people from diverse backgrounds. •Ability to work calmly under pressure to meet deadlines. Demonstrated ability to work well in a fast-paced, complex environment with frequently changing priorities. •Able to focus on tasks regardless of interruptions or distractions.
DESIRED: •Bachelor’s Degree. •Experience with an Alumni/Donor records database, particularly Advance. •Fiscal experience in a University or public sector environment. •Familiarity with development and/or alumni-related programs.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Conditions of Employment •Most of the day involves data entry and evaluation on a computer. •Workload activity and interpersonal interactions fluctuate greatly, requiring self-discipline to maintain productivity. •Incumbent must be willing and available to work continuously during peak volume period, including the last weeks of June and December annually. •Open workspace environment which may result in an increased level of noise and visual distractions.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.