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Application Review Date
The First Review Date for this job is: June 5, 2017
DONOR AND GIFT SERVICES OVERVIEW Donor and Gift Services provides an end-to-end spectrum of service that picks up from the point of donor solicitation and follows a gift through processing and acceptance, fund creation and management, and donor acknowledgement and recognition. It has delegated authority to accept gifts on behalf of the UC Berkeley Foundation and the UC Regents, has administrative responsibility for all private charitable contributions to UC Berkeley, representing cash and pledges of approximately $400 million annually, and manages nearly 15,000 active current use, capital and endowed gift funds. As an active advocate for donor interest, Donor and Gift Services manages an array of programs that acknowledge and recognize donors in meaningful ways, report to them on the impact of their philanthropy, and engage them with the campus units. Donor and Gift Services is comprised of six teams: Strategic Gift Initiatives, Gift Operations, Pledges and Complex Gifts, Fund Operations, Endowment Management, and Donor Recognition.
GIFT OPERATIONS OVERVIEW Gift Operations is responsible for accepting and receipting gifts, pledge payments, recurring pledges, and other pledges of less than $10,000 including those made via check, credit card, and wire transfer, and providing support to units who do their own gift depositing and entry locally using the Gift Management Module (GMM) of the Cal Advancement Data System (CADS). It is organized into three teams – Control Desk, Entry and Audit, and Receipting and Adjustments. All Gift Operations staff are responsible for providing excellent customer service when interacting with donor and colleagues.
The Control Desk team is responsible for the intake and triaging of all gifts, pledge payments, recurring pledges, and pledges of less than $10,000, including those received through the post office box as a result of mass-solicitations, through regular or 'white' mail, online via http://GiveToCal.berkeley.edu, through the campus's telemarketing efforts, via wire transfer, via journal entry from UCOP, via hand delivery by a donor or other member of the advancement staff, or deposited and entered to GMM in a campus unit. It is responsible for determining which items will be forwarded to the bank for processing through its lockbox services and for processing the rest of the items locally by GMM. Team members deposit checks, batch gifts for local processing and upload batches processed by the bank and campus units, review gift documentation for completeness and compliance with campus, UCOP, and IRS policies and resolve any identified issues, analyze corporate matching gifts received, review and modify automated image redaction, and request the creation of new gift allocations. Team members serve as official gift acceptance agents for gifts of up to either $100,000 or $250,000 depending on specific assignments.
The Entry and Audit team is responsible for ensuring adherence to campus, UCOP, and IRS policies. It reviews the work of the Control Desk team, as well as the Pledges and Complex Gifts (pledges of $10,000 or more, gifts of publicly traded securities, and gifts-in-kind) team in Donor and Gift Services, and corrects or rejects items before they are posted to CADS. This function confirms that gifts have been properly deposited to the UC Berkeley Foundation or UC Regents, determines whether or not any special or manual handling is required, verifies completeness of documentation and accuracy of image redaction, and ensures that gifts and pledge payments will flow to the allocation and purpose as intended by the donor. Team members serve as official gift acceptance agents for gifts of up to $100,000.
The Receipting and Adjustments team is responsible for ensuring compliance with IRS regulations regarding receipting for charitable contributions and for enacting adjustments to transactions that have already been posted to CADS. The latter may relate to changes requested by donors and colleagues, changes that are required because of idiosyncrasies of the CADS system, and outright errors requiring correction. Team members serve as official gift acceptance agents for gifts of up to $100,000.
All Gift Operations assignments involve the processing and servicing of a variety of financial transactions and services and include cashiering, data collection and data entry, analysis, review and control, customer servicing, and reporting.
Applies professional financial and accounting concepts in the area of gift acceptance and administration to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies. Applies comprehensive knowledge of CADS, GMM, CDS, Cybersource, the automated image redaction utility, and University and UC Berkeley Foundation policies and practices of accepting, recording, depositing, auditing, receipting, and adjusting gifts. Identifies and resolves discrepancies in deposits, transaction reports and documentation, and fund designations. May engage with campus units, donors, and vendors to research and correct issues with gifts, pledge payments, and pledges. May perform queries and data analyses in CADS. May collaborate with development units on gift allocation structure to ensure proper reporting and transfer for cash raised to the campus general ledger. Under general supervision, researches and gathers information from a variety of sources; prepares and summarize information and reports relative to new services, regulatory compliance issues and/or vendor selection and support activities. Prepares reports and analyses to include summaries of financial transactions, evaluation of current and proposed services, etc., for management review and decision-making. May assist with reviewing, updating, and organizing various transaction and transmittal reports and/or prepare and distribute transaction documentation for campus units. May create CADS batch verification reports for the Entry and Audit team, requests for transfers of funds between the UC Berkeley Foundation and the UC Regents, and other financial summaries and requests. Assists with ensuring that financial processing functions in the area of gift acceptance and administration are performed with accuracy and that daily operations run smoothly. Assists with coordinating administrative functions as necessary. Develops and maintains systems to organize workflow and track deadlines. Reviews, processes, approves, audits, receipts, and adjusts standardized transactions. May be responsible for reviewing, reconciling, and importing to CADS transactional data from other systems such as online gifts and recurring pledges or gift processed through the bank's lockbox services. May prepare transactional documentation or reports for internal process management.
Functions as a resource to support staff on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Serves as a resource for campus units by communicating information relating to transactions, disseminating guidelines, and training colleagues on proper procedures.
May act as team leader for support staff. Train staff and create effective teamwork environment. Conducts or assists with researching, developing, testing, and implementing new and changing business processes. Assesses and recommends changes to maintain compliance with federal and state requirements and internal financial/audit policies. Participates in audits of internal records and processes focused on gift data entry and data integrity. Documents processes and procedures for financial activities. Reviews, processes, and approves standardized financial data and transactions. Specific activities that may be assigned include: Collect and triage transactions made through more than a dozen entry points, including online and through the mail; Deposit donors' checks and/or charge donors' credit cards; Enter transaction data using the GMM; Review GMM entries, and upload, post, and add gifts to CADS; Adjust proposal and pledge data in CADS to reflect gifts and pledge payments; Print batch verification reports and prepare batches for audit; In collaboration with Advancement Information Management, identify and request the purging of duplicate records, and move transactions to the correct records; Create new donor records; Review batch verification reports and documentation for appropriate gift allocation, donor record, credit date, amount, gift fee, appeal code, etc. and correct or reject batches; Review gift documentation for terms and conditions and for proper depositing to either the UC Berkeley Foundation or UC Regents; Verify the CDS miscellaneous receipt for proper organizational code, project or flex fields, and adjust the transactions in CADS appropriately for proper transmission to the general ledger; Ensure that gifts are coded with the appropriate fees, and that gifts for which the gift fee is waived are properly documented and suppressed from automated transmission to the general ledger; Prepare donor receipts and ensure that the appropriate inserts are included when they are mailed; Make adjustments to posted transactions as requested by donors or colleagues, or to correct errors; Provide copies of documentation to colleagues; and File documentation in accordance with UCOP retention schedule. Monitors the delivery of quality customer service to various constituencies to include internal department clients and external vendors. As assigned, monitors helpdesk phone line and/or departmental email accounts and responds to inquiries promptly and professionally.
Working knowledge of financial processes, policies and procedures. Knowledge of financial data management and reporting systems. Working knowledge of Ellucian Advance Web Access and Business Objects Web Intelligence preferred. Working knowledge of the Berkeley Financial System preferred. Proficiency in use of Microsoft Office and common desktop/web applications. Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision-making. High degree of accuracy. Demonstrated experience in accurately identifying and appropriately resolving problems. Ability to work effectively under pressure, handling large volumes of documents and transactions while meeting deadlines. Excellent customer service skills (demonstrating a positive, helpful and friendly demeanor) to be used when communicating with donors and colleagues in person, via telephone, and by email or other written communication. Ability to analyze, interpret, and apply policies, procedures, and regulations. Computer skills to effectively work with large data sets, databases, online systems, and electronic communications. Good business judgment to understand and enforce IRS, University, UC Berkeley Foundation, campus, and departmental gift acceptance principles and practices. Demonstrated excellent attendance. Skills to provide coaching and mentoring to support staff, if applicable. Successful completion of a background check is required.
Education/Training: Bachelor's degree in related area and/or equivalent experience/training Salary & Benefits Hiring Salary Range: $50,000 - $56,000 depending on experience.
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
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