Job Description
This position is responsible for gift and data entry to ensure that all gifts and commitments made to the Foundation and supporting organizations are accurately recorded in the donor database. Expected to follow policies and procedures that determine the proper recording, receipting, and reporting of those gifts according but not limited to the IRS, Foundation, University and the Council of Advancement and Support of Education (CASE) guidelines, along with the best practices in the industry.
This position functions as an integral member of the Advancement Services and Prospect Research team and contributes to the success of the department, the Foundation and the University.
This position functions as an integral member of the Advancement Services and Prospect Research team and contributes to the success of the department, the Foundation and the University.
Would you like to work with an energetic group of staff at a unified foundation, one with no barriers between advancement, alumni relations, and stewardship? Now is your chance to be part of a dynamic team dedicated to reinventing higher education through philanthropy and cutting-edge partnerships.
The Ball State University Foundation currently has an opening for a Gift Processor & Matching Gifts Specialist in Advancement Services and Prospect Development, who will play a key role in what is the most ambitious fundraising campaign in BSU history. If you’re looking for a high-achieving work environment with a culture of camaraderie and a mission to change lives, check out the job details below.
The minimum starting rate for this position is $17/hour.
Job Function:
This position is responsible for gift and data entry to ensure that all gifts and commitments made to the Foundation and supporting organizations are accurately recorded in the donor database. Expected to follow policies and procedures that determine the proper recording, receipting, and reporting of those gifts according but not limited to the IRS, Foundation, University and the Council of Advancement and Support of Education (CASE) guidelines, along with the best practices in the industry.
This position functions as an integral member of the Advancement Services and Prospect Research team and contributes to the success of the department, the Foundation and the University.
This position functions as an integral member of the Advancement Services and Prospect Research team and contributes to the success of the department, the Foundation and the University.
Minimum Education:
Associate's degree or equivalent.
Preferred Education:
Bachelor’s degree.
Minimum Experience:
One to three years of business-related, banking, or financially related experience
Preferred Experience:
Experience in a higher education or non-profit environment with an emphasis on gift processing in an advancement or development office; strong attention to detail; experience using a fundraising database such as Advance or Raiser’s Edge; ability to interact courteously and effectively with internal and external contacts at all levels; excellent organizational skills and ability to prioritize work to meet defined goals and objectives; excellent skills in Microsoft Office products, especially Excel and Word.
Duties and Responsibilities:
- Process cash gifts daily. Apply appropriate processing methods and special handling requirements for unique gift types, including but not limited to, securities, gift-in-kind, donor advised funds, honorariums/memorials, corporate gifts, quid pro quo, matching gifts, gift of property, IRA’s, and life insurance policies.
Record and update all pledges and commitments. Verify that the pledge/commitment is entered according to the donor designation, that pledge schedules are created accurately to ensure proper reminders, and pledges are properly recorded for fundraising credit.
Download and process electronic gift transactions from a variety of sources, including but not limited to online, crowdfunding, annual giving day, electronic funds transfers/automatic bank drafts. Ensure electronic transactions are processed in accordance with PCI compliance standards. Run gift imports using data importing tools.
Compile gift documentation to ensure complete package of information is scanned and stored in the imaging system. - Create new constituent (individual or organizational) records in accordance with established policies and procedures. Compare donor records to biographical information obtained from checks or electronic transactions.
- Deposit all checks and cash for Ball State University Foundation, Ball State Alumni Association, Cardinal Funds, Cardinal Properties and other supporting organizations. Provide deposit information to Finance department. Assist with bank and batch reconciliation.
- Confirm eligible donations and provide completed documentation to corporations for employer sponsored matching gift programs. Work with donors to inform, initiate and coordinate completion of employer sponsored matches. Perform data entry, including updating corporate records, matching gift ratios and matching gift requirements in the donor data management system.
- Maintain cleanliness of gift records by following proper gift entry procedures; perform maintenance tasks based on gift entry audits, edit data fields when appropriate to ensure accurate gift reporting. Research and identify proper fund designation on gifts prior to gift entry.
- Produce monthly pledge reminders that support major gifts and annual giving fundraising initiatives. Provide one-off or manual reminders or invoices upon request.
- Assist in the production of gift receipts when needed. Reprint duplicate receipts. Mark all gifts as receipted on gift record in donor database system. Prepare acknowledgement letters for special handle gift types including in-kind gifts, IRAs and donor advised funds.
- Distribute monthly donor acknowledgment reports to campus partners and foundation staff. Update acknowledgment report recipient list. Update donor acknowledgment queries and exports in the Raiser’s Edge as funds are added or moved. Serve as liaison to campus partners for all related inquiries.
- Maintain confidentiality regarding all gifts and donors to the Foundation and University. Provides customer service to alumni, donors and campus community.
- Engage in cross training of duties across the continuum of gift processing responsibilities to fill in for absences or open positions, including but not limited to employer sponsored matching gifts, pledge reminders, gift receipts, payroll deductions, donor acknowledgement reports, adjustments/write offs.
- Perform other related duties as assigned.
- Maintain regular and predictable attendance.
At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.
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