Utica College, a small comprehensive college in Upstate New York, is seeking an Accounts and Records Administrator who will have primary responsibility for overseeing the timely, accurate, and efficient recording of all information related to the charitable giving and demographic records of all Utica College constituents. He/she will ensure that all functions related to the contribution and constituent records are maintained in accordance with College policies and procedures, and conform to all acceptable standards for the recording and acknowledgement of all individual and entity charitable contributions; the collection, storage, maintenance, and retrieval of all constituent demographic records; and ensure compliance with standard accounting practices and the appropriate provisions of the Internal Revenue Code, and other industry standards and guidelines.
In deciding whether to apply for a position at Utica College, candidates are strongly encouraged to consider the UC mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background, perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas. At UC, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.
Primary responsibilities include:
Serves as the principal officer for the acceptance of all charitable financial transactions, including gifts, pledge payments, and pledges, on behalf of the College for all voluntary support. Coordinates the recording and receipting of all transactions on a daily basis, in accordance with established Financial Affairs and Internal Revenue Service (IRS) policies and procedures. Provides internal reports on the daily batch processing of all financial transactions. Provides customer service support for all donor inquiries, either directly, or on behalf of a development officer as required; In collaboration with Financial Affairs, works to establish all designation account numbers, codes, and descriptions for the recording and reporting of all charitable financial transactions, and the corresponding General Ledger (GL) accounts for the transmission of those transactions; Serves as the College’s principal representative with brokerage firms to facilitate the transfer, processing, and recording of all gifts of appreciated securities. Facilitates the transmittal of the proceeds of those assets to Financial Affairs in accordance with the donor’s intent, and as required by the College’s policies and procedures; Reconciles all gift accounts with Financial Affairs. Prepares and balances cash reports throughout the fiscal year, and at critical periods such as calendar and fiscal year-end; Responsible for the maintenance of all entity and individual giving archives, including periodic adjustments and reconciliations, prepares internal and external giving histories as needed, and provides other information and analyses as required; Prepares, revises, and maintains all documentation relating to the policies and procedures for the recording and receipting of all contribution and constituent records in accordance with established College policies and procedures, and in compliance with the requirements of the proper use of the College’s information system; Serves as the lead on all special projects related to contribution and constituent management, and works collaboratively with other College offices in the normal conduct of business related to the maintenance of constituent records; Serves as the principal resource for information and problem resolution on contribution and constituent records to authorized personnel; Coordinates the daily work of the Accounts and Records Assistant, and establishes strategic priorities, processes, and procedures for the collecting, recording, maintaining, and reporting of all constituent demographic information; Coordinates the daily work of the Accounts and Records Assistant, and sets procedures and priorities for the recording and reporting of charitable financial transactions; Supervises Accounts and Records Assistant and Student Interns; Performs other duties as assigned.
Bachelor’s degree or the equivalent combination of education and experience required; Minimum of 2-4 years of direct experience or an equivalent combination of experience and transferable skills is preferable; Experience with records management in a college or university advancement office setting is highly desirable; Exceptional written and verbal communications skills; Must have strong organizational skills, great attention to detail, ability to manage multiple priorities and meet various deadlines, maintain confidentiality, possess a high level of energy, and work effectively with others; A strong commitment to diversity and work continually to enhance diversity of our students, faculty, and staff; Demonstrated high level of proficiency using a computer and the suite of Microsoft applications (e.g. Word and Excel). Knowledge of networked information systems (e.g., Banner, PeopleAdmin, or other relational databases) is highly desirable; Ability to understand and implement college policies and procedures; Ability to work a flexible schedule which at times will include working well into early evening hours as well as working at Office of Advancement sponsored events on campus which include, but are not limited to, Homecoming and Commencement; Must be able to work flexible hours if necessary.
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students.
A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.
To apply, submit a cover letter, resume, and three professional references. Candidates for the position must include in their cover letter how you will advance our institutional values including serving a diverse community.