Advancement Services Administrative and Fund Specialist

Description

Position Summary :

The Advancement Services Fund and Administrative Specialist (Specialist) is a member of the Harvey Mudd College Office of College Advancement (OCA).

This position performs a broad range of responsibilities within OCA, including reconciliations, gift processing, data-related entry operation, fund auditing, and reporting.

Responsibilities include monthly reconciliations, daily gift and pledge entry and validation, record management, and fund management.

This position requires basic knowledge of accounting, attention to detail, technical aptitude, and a proclivity toward working with data.

While this position reports to the Associate Director of Advancement Services (DAS), the Specialist also works directly with the Executive Director of Advancement Services (EDAS), the Assistant Director of Advancement Services (ADAS), Prospect Management and Research Department, the Business Affairs Office, Stewardship and Events Department, The Claremont Colleges Services (TCCS) Financial Services department, and other departments as needed.

The Specialist may also participate in a broad range of administrative support functions.

About Harvey Mudd College :

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering, and mathematics.

HMC enrolls about 900 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions.

According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature.

The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.

Duties and Responsibilities :

Accounting

• Complete monthly general ledger, gift clearing, and specified gift account reconciliations.
• Facilitate timely and accurate processing of monthly HMC purchase card reconciliations, ensuring adherence to financial protocols and identifying discrepancies for resolution.
• Manage and perform accurate reconciliation of recurring pledges and planned gifts to ensure financial integrity and donor satisfaction.
• Create and submit accurate financial journals in Workday to move funds as needed.

Administrative

• Generate and / or coordinate the production of routine and custom reports, including statistical outputs and analysis.
• Provide routine reports to staff as requested.
• Assist in the preparation of yearly reports / mailings such as Calendar Year End Gift Summary and Pledge Receivables.
• Assist in requests and queries from auditors regarding OCA data.
• Under the guidance of the ADAS, assist in responding to gift and constituent data requests and provide gift documentation as needed.
• Ensure necessary letterhead, gift receipt paper, envelopes, and etc. are always in stock.
• Maintain a workstation that keeps confidential information secure and maintain confidential files.
• Assist with maintenance of departmental Policies and Procedures documentation.
• Perform other duties as assigned and participate in OCA events as a representative of the College as needed.
• Performs other duties as assigned.

Fund Management

• Coordinate with the Business Affairs office to align Raiser's Edge with the annual financial audit of endowed funds.
• Track and notify the Stewardship Department of new annual funds as well as financial or amendment changes on established annual funds.
• In conjunction with the Stewardship Department ensure proper communication with relevant departments about fund availability.
• Provide annual updates on fund account balances to the Director of Stewardship.
• Help identify any potential purpose issues with established accounts.
• Scan all gift agreements and MOUs to funds.

Gift Processing

• On a daily basis, process all gifts and pledges.
• Process Planned Gifts
• Generate gift receipts for donors and daily / weekly gift reports for OCA staff.
• Validate processed gift and pledge batches.
• Coordinate as needed with the Business Affairs Office and TCCS Financial Services to help facilitate securities and electronic fund transfer (EFT) gifts to the College.
• Process and transmit the monthly general ledger feed.

Data Maintenance

• Manage and maintain demographic information for college constituents based on information received from remit envelopes, phonathon call sheets, actions, contractual data providers, screening vendors, various College publications and mailings, etc.
• Identify, inform supervisor, and assist in the resolution of Advancement Services data or operations inconsistencies.

Required Knowledge, Skills and Abilities :

• Ability to work independently, exercise good judgement and make accurate, independent decisions regarding appropriate recording and retrieval of data.
• Ability to multi-task and consistently handle a myriad of gifts, pledges, and other data processing situations, following department protocols.
• Possess a strong aptitude for working with technology and data, as well as a proficiency with MS Word and MS Excel; expert level preferred (i.

e., create macros, use V-look up, etc.).

• Ability to learn, navigate, and maintain databases.
• Ability to recognize and resolve data or operations inconsistencies.
• Possess excellent organizational skills, the ability to track infrequent tasks, and problem-solve.
• Ability to handle frequent interruptions, meet deadlines, and prioritize multiple projects.
• Demonstrated ability to work in a team-oriented environment that requires effective communication and collaboration.
• Possess a positive attitude and strong work ethic.
• Possess strong interpersonal, written, and verbal communication skills.

Required Qualifications :

Education :

Bachelor’s degree or a combination of work experience, education, and training.

Experience :

• Minimum of three years of relevant work experience that includes significant data entry with a high level of accuracy.
• Proficiency with MS Office as well as strong administrative and technical skills.
• Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.

Preferred Qualifications :

• Three or more years of experience in gift processing and / or in a fundraising environment.
• Experience working in higher education or in a non-profit office environment.
• Bachelor’s degree with gift processing, fund, or business accounting experience.
• Experience with Blackbaud Raiser’s Edge NXT.

Physical Requirements :

While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear.

The employee is occasionally required to reach with hands and arms. The individual must regularly lift and / or carry up to 10 pounds and occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours :

The regular hours are 8a.m. to 5p.m., Monday Friday. Hours may vary due to the needs of the department or College. May need to work an occasional weekend or evening due to department needs / events.

Classification :

This is a non-exempt, full-time, benefits-eligible position.

Reporting :

Reports to the Associate Director of Advancement Services. Absent an Associate Director of Advancement Services, the Coordinator reports to the Executive Director of Advancement Services.

Additional Information :

Harvey Mudd College is an Affirmative Action / Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.