Gift Administration Associate in the Office of Development (Finance)
Position Summary:
UTHealth Houston's Office of Development is looking for a Gift Administration Associate. This employee will be responsible for receiving, recording, and legally receipting charitable contributions to the University and maintaining detailed donor records, including biographical and contact information, activity participation, and other relevant data in the fundraising database (Affinaquest). You will be the main contact for receiving gifts and processing them. This employee works on-site five days a week because they always need to be there to do receipts and cards. You will need to be detail-oriented, and we prefer those with database experience.
What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.
Once you join us, you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:
- 100% paid medical premiums for our full-time employees
- Generous time off (holidays, preventative leave days, both vacation and sick time - all of which equates to around 37-38 days per year)
- The longer you stay, the more vacation you'll accrue!
- Longevity Pay (Monthly payments after two years of service)
- Build your future with our awesome retirement/pension plan!
We take care of our employees! As a world-renowned institution, our employees' well-being is important to us. We offer work/life services such as...
- Free financial and legal counseling
- Free mental health counseling services
- Gym membership discounts and access to wellness programs
- Other employee discounts include entertainment, car rentals, cell phones, etc.
- Resources for child and elder care
- Plus, many more!
Position Key Accountabilities:
Essential Functions
- Records gifts and pledges, ensuring they are assigned to the proper accounts in the donor database (Affinaquest) and the university's financial management system (PeopleSoft), in line with donor intent, IRS regulations, and CASE reporting standards.
- Accurately updates donor information obtained from a variety of sources and creates new account/contact records via donor database as needed, serving as a backup for recording event attendance following established database procedures.
- Prepares daily reconciliation of all recorded transactions, including checks, cash, wire, stock gifts, and credit card charges.
- Prepares timely communications, including tax receipts, honor/memorial notification cards, etc.
- Archives information and reports duplicate records to the data management team for deletion or merging as appropriate.
- Conducts basic research of donors using the internet and subscription tools to determine or verify addresses, employment, etc.
- Adheres to university standards of conduct to ensure confidentiality and integrity of donor information.
- Occasional extended hours during the workweek, including weekends and/or holidays, to meet team and organizational needs.
- Performs other duties as assigned.
Certification/Skills:
- Proficiency with CRM databases or relational databases with an emphasis on both manual and automated data processes
- Familiarity with financial management systems such as Peoplesoft
- Strong clerical, interpersonal, and basic organizational skills
- Proficient verbal/written communication with department representatives and stakeholders across campus, and some faculty when seeking information regarding gifts, funds, or constituent information.
- Ability to exercise judgment and employ basic reasoning skills
- Strong attention to detail and proficiency in Microsoft Office Suite with an emphasis on Excel/Word
- Exhibits required job knowledge
- Demonstrates personal effectiveness and accountability
- Delivers quality student, patient and customer service
- Exhibits teamwork and collaboration
- Exemplifies strong ethics, integrity and respect for others
- Adheres to all work environment, health, safety and compliance standards
Minimum Education:
High School Diploma or equivalent required
Minimum Experience:
2 years of related experience required Experience in a fundraising office supporting data management preferred
Physical Requirements:
Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.
Security Sensitive:
Security Sensitive: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code ยง 51.215
Residency Requirement:
Employees must permanently reside and work in the State of Texas and be willing to work on-site.
