Assistant Director, Gift Administration & Reporting

Type of Appointment: Full-Time, Management Personnel Plan (MPP I)
Anticipated Hiring Amount:Up to $7,500 per month (Commensurate with qualifications and experience)
Work Hours: Monday – Friday 8:00am-5:00pm
Benefits Include:(15) Paid Holidays, (24) Vacation Days, Comprehensive Benefits Package
Recruitment Closing Date:Open Until Filled

THE DEPARTMENT:

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations and foundations to develop relationships that will foster and stimulate giving to the university. The Office of the Vice President of University Advancement oversees the offices of development, alumni and external relations, advancement services, and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundation which serves as the official entity to receive and manage all contributions to the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES:
Gift Processing, Records Administration and Management
Leads day-to-day operations of the gift processing staff and student assistants to ensure the timely, accurate, and efficient processing of all donations received including, but not limited to: cash, checks, credit-card, wire/ACH, gifts-in-kind, pledges, matching gifts, planned gifts, auction and event proceeds and donations, etc.
Oversees and facilitates the scanning and data integrity of gift entry, completion of matching gift forms, verification of donor information, and designation/campaign coding in donor database.
Manages the set up and maintenance of accounts, appeals, etc.
In compliance with foundation, campus and CSU policies regarding cash handling oversees and makes bank deposits, logs out deposited checks from cash handling log and maintains accurate digital records of deposits.
Ensures procedures for proper storage and secure disposal of deposited checks are followed. Stays abreast of current laws and regulations.
Defines and formulates gift processing procedures to streamline and ensure compliance of current processes.
Manages process and workflow for receiving, depositing, recording, receipting, and acknowledgment of gifts, pledge payments and bequest transactions in a timely manner.
Develops and manages processes to reconcile and balance transaction batches for submittal of interface file and summary interface reports.
Communicates with Development, Alumni and other University departments regarding allocation and handling of gifts, gift-in-kind value, matching gifts, estate gifts, stock gifts, grants, and employee payroll deductions.
Manages major gift pledge program, including, but not limited to, the generation of pledge reminders, monthly pledge reconciliation and preparation of documentation related to pledge write-offs. Assists staff in resolving technical gift reporting, policies and procedure problems.
Develops and/or identifies procedures to facilitate the office workflow with a view to enhancing efficiency and processes, recommends policies, establishes standards, and develops procedures and strategies for all aspects of gift processing.
Provides operations support as needed.

Reconciliation and Reporting
Oversees and directs the monthly and annual reconciliation of gifts received by the University and its auxiliaries via the donor database and respective accounting systems.
Creates monthly reconciliation report for the signature approval by the delegated authority.
Creates monthly and annual business accounting reports to inform frontline fundraisers and management in strategic decision-making.
Collaborates with Information Technology to integrate technology solutions which will enhance reports generated by donor database analysis and evaluation. Develops and creates monthly financial and business statistical gift reports for distribution to directors of development, vice presidents and deans.
Prepares and distributes weekly list of gifts received, list of unreported/undocumented gifts on an as-needed basis to directors of development and other campus staff.
Ensures effective reporting and reviews outstanding pledges and matching gifts; regularly reviews and reconciles suspense account items.
Responsible for compiling, producing, and managing the annual Voluntary Support of Education (VSE) report in collaboration with the Executive Director of Advancement Services, the Vice President for University Advancement, the Chief Operating Officer, and the University Chief Financial Officer

Training and Implementation
Trains Development Directors, Associates, and Assistants and other campus staff on best practices, processes, and procedures regarding gift processing.
Ensures that all documentation, training, and orientation materials for gift administration are updated and distributed in a timely manner.
Serves as chief liaison to CSU and CPP Enterprise Foundation to ensure relevant information, feedback, and guidance to campus community regarding key policies and processes are shared.
Develops and updates policies and procedures related to gift processing and reconciliation for divisional and university-wide use that reflect CSU, CASE, IRS, and Foundation mandates.
Travels locally and nationally, as needed, to conferences, seminars, and other institutions to learn latest trends, best practices, and resources available for productive, effective, and efficient gift processing and entry policies, procedures, and plans.

Staff Management, Development and Oversight
Guides the department staff by providing the necessary direction and training to complete department work, based on knowledge of department procedures and specialized expertise.
Defines roles and responsibilities of staff and assign tasks, based on an understanding of individual skills, departmental needs, project requirements and availability of resources.
Resolves technical problems and staff-related issues that arise during department work on a timely basis, to ensure work can be completed with minimal delay.
Responsible for annual performance evaluations of the individual gift processing staff. Provides feedback and addresses performance related issues as part of the employee development process and achievement of performance goals.
Evaluates department operations, set direction, goals and apply a continuous improvement model to achieve desired results.
Monitors operations to ensure that established policies and procedures are being recognized within the division.
Other duties as assigned

QUALIFICATIONS:
Bachelor's Degree - In Business Administration, Accounting or equivalent.
Three to five years direct experience working in a gift processing/administration office
Thorough knowledge of accounting principles and financial reporting.
Ability to understand CASE Reporting Standards, IRS Regulations and other governing policies and procedures related to the processing of charitable gifts.
Ability to manage support staff and direct workflow.
Excellent verbal and written communication skills.

PREFERRED QUALIFICATIONS:
A fundamental understanding of fundraising is necessary to perform the duties of this position. Experience with fundraising donor database such as Ellucian Advance or Raiser's Edge NXT is helpful. Skilled with Microsoft Office software including Excel, Word, Access, and Outlook.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona's future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence's website .

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .

CSU Classification Salary Range

The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on theCSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum $3,938 and maximum $11,703 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager's request. For more information, go to the Outside Employment Disclosure policy .

Child Abuse/Neglect Reporting Act (CANRA)

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 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy .

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona's Annual Security ReportandCal Poly Pomona's Annual Fire Safety Report .

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ******. For more information, go toEmployment Notices .

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .

Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.