Gift Management and Constituent Record Specialist

Apply now Job no: 535007
Work type: Staff
Location: Channel Islands
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

University Advancement

Administrative Analyst/Specialist - Exempt I


Prepares funds for deposit, completes deposit forms, and submits journal entry forms maintaining accurate gift documentation backup. Creates and maintains policies and procedures for accepting one-time gifts, recurring gifts, invoicing and accepting pledge payments, and payroll deductions leading to deposit to university financial accounts. Makes recommendations for changes to and drafts new processes as needed, using independent judgement and discretion to apply a variety of complex policies and procedures when precedents do not exist. Works closely with Development fundraising and administrative staff to support processes for less common activities such as new fund requests, new pledge set-ups, pledge payment processing, gifts-in-kind, planned gifts and bequest intentions, pledge write-offs, and refunds. Links gifts with fundraiser proposals/opportunities in the UA database Raiser’s Edge (RE). Enters additional information associated with gifts, events, and memberships, including linking with associated payments. Supports fundraising events by tracking sponsorships, invoicing, and communication with donors on sponsor benefits and event details. Provides direction for and assesses the application of existing policies and procedures at events.

Updates constituent records and handles data entry tasks. Prepares gift batches for committing into Raiser’s Edge and creates and submits forms and reports needed to reflect this gift information into the University payment processing and accounting systems (Transact). Supports month-end reconciliation gift deposit data with the Division of Business and Financial Affairs (BFA). Creates and updates RE constituent records as part of both gift processing and overall database maintenance. Creates online donation, event registration, and membership forms through RE Online Express and RE NXT. Builds and oversees NXT email blasts for annual fund outreach, event invitations, newsletter, and other UA communications. Trains other UA staff in these duties. Creates basic data queries in RE. Assists with preparation of reports and print mail/email lists. Provides support for month- and quarter-end gifts and contributions reconciliation related to gift fee processing, other revenue, and fiscal year-end audit requests. Reconciles credit card transactions from donors and event registrants through Blackbaud Merchant Services into University bank accounts by completing a Journal Entry form (JE) for submission to BFA. Responsible for timely gift receipting. Maintains organized and accurate archives of gift documentation backup.

Maintains UA group email account and manages correspondence with donors and UA staff related to operations activities. With other Development Operations staff, directs the work of student assistants. Performs other related duties as assigned.


At least three years of progressively responsible work experience demonstrating record management and meeting strict deadlines. Bachelor’s degree and experience in nonprofit or higher education is preferred. Prior experience in a work area requiring data entry, accounting, administrative, and computer skills, especially directly entering information into a donor data system, is preferred.

Must be focused, highly organized, and detail oriented. Proficient using standard office software packages such as Microsoft Office (Outlook, Excel, Word). Ability to independently learn, interpret, and apply a variety of complex policies and procedures; using judgment and discretion to act independently when precedents do not exist. Ability to anticipate potential service problems and design solutions. Must be organized and follow directions with minimal supervision and handle multiple tasks in a busy work environment. Must be trustworthy and reliable in the handling of confidential materials and information. Demonstrate a high degree of initiative, dependability, and creativity. Must be adaptable to emerging priorities and needs. Must have the ability to work independently and as a part of a team and be able to take initiative in the performance of a variety of tasks. Must be able to coordinate work projects, determine priorities, set and meet deadlines, and complete projects accordingly. Ability to track and coordinate highly detailed projects in a well-organized and efficient manner. Strong oral and written communication skills. Requires the ability to establish and maintain effective working relationships with a wide range of constituents from diverse backgrounds and to work effectively in a highly consultative and collaborative environment. Must successfully complete the Defensive Driver Training Program and to provide proof of eligibility to lawfully operate a motor vehicle in the State of California. Travel to and attendance at various functions, meetings and conferences is required and occasional work is required on nights and weekends with advanced notice where possible.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083, revised July 21, 2017, as a condition of employment.

Hiring Range:  $4,170 -  $4,583 per month

Advertised: Pacific Standard Time
Applications close:

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California State University Channel Islands is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

Should you require a reasonable accommodation in the application and/or interview process, please contact Human Resources Programs (805) 437-8490.

Contact Us

For assistance regarding the employment application or website, please contact:

Faculty Employment: Academic Personnel at (805) 437-8455 (8-5 M-F PST) or email.
Staff Employment: Human Resources (805) 437-8490 (8-5 M-F PST) or visit the HR Service Desk

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