Job Details

VISION:

Transform the university through the power of generosity.

MISSION:

Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE:

The Records & Gift Management team provides specialized expertise in handling donations, maintaining accurate records and ensuring compliance with regulations essential for building and maintaining strong donor relationships and supporting all fundraising efforts.

PRIMARY PURPOSE:

The primary purpose of this job is to ensure accurate and efficient processing of all types of gifts while maintaining donor confidentiality and data integrity. This includes preparing deposits, managing recurring donations, updating donor records, and supporting both internal teams and donors through timely communication and administrative coordination.

KEY AREAS OF FOCUS:

Deposit Preparation (25%)

• Assist with the preparation of the remote bank deposits, including verification of compliance, data quality, proper logging of cash gifts, and communicating information essential to capture donor intent and authorization.

Gift Processing and Quality Assurance (50%)

• Always safeguard the confidentiality of donor information. Maintain and adhere to policies around information gathering and sharing in accordance with professional ethics standards.
• Process gifts of all types, including outright gifts, pledge payments, stock gifts, and gifts?in?kind into CRM database to ensure clear representation of donor intentions.
• Assist in managing recurring ACH and credit card giving processes. To include donor communication on expired credit cards.
• Perform basic gift adjustments that fall within the scope of work.
• Process donor biographical updates, including address, email, and phone changes.
• Interact with donors and internal and external partners to verify gift information as needed.
• Assist in ensuring the donor documents are accurately stored in the document management system.
• Audit processed gift information and edit for accuracy daily.

Donor and Staff Communication (20%)

• Assist in providing administrative support for the Gift Management team, including donor communication.
• Assist in coordination and response to departmental inquiries and requests received via email, the ticketing system and phone.
• Assist with generating and preparing the daily donor receipts to ensure all donors receive timely and appropriate recognition for their gifts.
• Assist with generating pledge reminders, to include quality review, exception tracking and distribution of the pledge reminders.

Other duties as assigned.

JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications

• High School diploma or equivalent experience.

Experience

• Previous experience with gift processing, financial transactions, or data entry in a CRM or similar system.
• Knowledge and experience with constituency relationship management (CRM) systems preferred.
• Experience with information management systems, researching, and analyzing data.
• Ability to work as part of a close?knit team while managing multiple priorities and meeting deadlines.
• Demonstrated ability to review source information and apply documented procedures accurately.
• Strong attention to detail, accuracy, and adherence to confidentiality standards.
• Proficiency with standard office software and systems (Microsoft Office Suite, databases, multifunction copier); ability to learn in?house systems quickly.
• Excellent communication skills (written and verbal), editorial skills, and professional judgment.
• Ability to collaborate effectively with colleagues and provide feedback on process improvements.
• Organizational planning skills, critical thinking, and professionalism in handling sensitive donor information.
• Proven sense of humor and ability to have fun.

Competencies

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids telling themselves a story and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions.
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU.
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind?set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the foundation a more enjoyable place to work.
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision?making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions.
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self?control and remains productive during times of uncertainty.
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve.
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments.

PHYSICAL REQUIREMENTS:

Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.

EQUAL OPPORTUNITY EMPLOYER

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