Gift Processing Specialist

Department of Alumni Relations
Job #543411
First Review Date: Thursday, January 2, 2025

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #543411) Administrative Support Coordinator II, Gift Processing Specialist, Salary Range: $4,058 - $6,653 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in the Department of Alumni Relations. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

The Gift Processing Specialist is responsible for the processing of charitable gifts and the entry of accurate donor data which is critical for donor and alumni relations. This position is responsible for the daily upkeep of records in Raiser's Edge including, but not limited to, the maintenance and addition of new constituents, i.e., parents, alumni, other donors, etc. Duties include appropriate documentation of transactions and accurate facilitation of a schedule of donor communications. Communications pertain to pledge reminders, a range of gift acknowledgments and receipts, as well as major gift Thank You letters. This position interacts collaboratively with on campus partners as well as external constituents so it’s vital for the candidate to possess excellent customer service skills and interpersonal communication skills. This position will interact with donors on the phone and through email to field any questions they may have about their giving.

Key Responsibilities:

Gift Processing – 40%

• Enter gifts daily into the donor database based on the data provided by the Gift Processing Center in accordance with CASE and IRS standards.
• Use reasoning and critical thinking to ensure donor intent for each gift and seek more information if intent is not clear.
• Perform various reconciliation processes to ensure accuracy of gift entry and donor intent.
• Work closely with the Gift Processing Center to ensure cashiering and receipting are correct.

Gift Acknowledgement – 20%

• Prepare, produce, and send customized gift acknowledgments or receipts for each type of gift received.
• Prepare, produce, and send pledge reminders for all gift levels.
• Report any gift receipting errors to the operations team.
• Work closely with the Alumni Relations team annually to update the language of acknowledgment.

Database Maintenance – 20%

• Process returned mail and update donor records as necessary.
• Code deceased constituents in the database and ensure all communications are terminated.
• Assist in updating credit card information for donors in compliance with PCI policies.
• Assist in operation data clean-up projects such as donor record duplication, global imports and other needs as they arise.

Reporting – 15%

• Support reporting for specific fundraising efforts and campaigns.
• Create, manage, and analyze reporting to help inform the division on charitable giving to the foundation using CASE and CSU standards as needed.

Other Duties as assigned – 5%

Knowledge, Skills, and Abilities Associated with this Position Include:

• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Ability to communicate effectively with a diverse population.
• Ability to establish and maintain working relationships with staff, students, and faculty from diverse backgrounds.
• Demonstrated sensitivity to cross-cultural perspectives and experiences.

Minimum Qualifications:

1. Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices.
2. Ability to understand and operate in a variety of organizational structures.
3. Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
4. A knowledge of business mathematics.
5. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

1. An undergraduate degree
2. Any professional or volunteer experience working with relational databases (preferable Raisers Edge).
3. Any professional or volunteer experience working in nonprofits or higher education.
4. A knowledge of business mathematics.
5. General knowledge of financial data, accounting, and reporting.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials for first review is on Thursday, January 2, 2025. This position is open until filled.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.  

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/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, protected veteran status, or any other legally protected status.  Mandated Reporting: This position may be 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.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 1035
Publication Date: December 17, 2024