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Pomona College has mandated the COVID-19 vaccination for all employees. New employees are required to show proof of full vaccination, including the first booster, against COVID-19 or request a Pomona College-approved medical or religious exemption on or before their first day of employment.
ABOUT POMONA COLLEGE:
Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.
The Gift Records Manager's primary responsibility is to lead the gift services team and function at Pomona College, ensuring timely and accurate entry, reconciliation and auditing of gifts and pledges into the constituent record management (CRM) system of record. This position also produces gift receipts for daily and monthly gift reports and serves as a resource and primary point of contact for inquiries about donor gift records. In addition, the Gift Records manages reconciliation and audit procedures with Finance, processes bio demographic transactions, and assists the Sr. Director, Advancement Services with ongoing efforts to ensure gift processing quality, gift record integrity consistent maintenance of Advancement division constituent and donor records.
Reporting directly to the Sr. Director, Advancement Services, the Gift Records Manager performs the following essential duties and responsibilities:
Gift and pledge processing tasks:
Receive, record, and receipt all gifts and written pledges with accuracy and timeliness in accordance with gift acceptance policies and industry standards.
Work with Advancement division staff and the Business Office to ensure that gifts are assigned appropriate gift account types and designations with required documentation.
Establish new gift designation accounts in coordination with the Sr. Director, Advancement Services, the Office of Stewardship, and the Business Office as requested.
Balance gift totals, prepare reports, and deliver deposits to the Business Office.
Produce and distribute daily gift reports to the Advancement division staff.
Produce and distribute official gift tax receipts to donors in accordance with established procedures; trigger processes for generating follow-up acknowledgments by the Office of Stewardship and the Advancement fundraising staff.
Route any documentation accompanying gift remittances and returned mail (e.g., news notes, notification of bequests, address changes, pledge information, comments, and questions) to the appropriate offices.
Maintain a schedule of payroll deduction gifts and ensure proper designation of these gifts in the donor database.
Produce year-end receipts for payroll deduction and recurring gift donors.
Oversee secure and accurate tracking and processing of credit card gifts while maintaining PCI standards.
Update individual gift and pledge records as requested.
Work with the Business Office to make transfers between accounts upon request.
Store appropriate copies of gift and pledge documents in donor files.
Maintain source documentation for all gifts and pledges as required by College audit processes and industry standards.
Database maintenance tasks:
Make revisions to and/or enter a range of constituent information to the database from gift remittances and/or returned mail on an ongoing, daily basis in accordance with established procedures.
Research and enter information on lost alumni and other constituents, including current addresses, phone numbers, and other relevant data as requested.
Monitor audit queries and other tools designed to ensure maximum data integrity on a consistent and routine basis. Make all corrections in a timely and accurate manner as needed.
Gift Services Team Leadership and Integrity:
Complete monthly and year-to-date reconciliation for the Business Office.
Assist the Sr. Director in answering inquiries and requests from auditors and staff members as requested.
Develop standard queries, exports, and reports in collaboration with the Advancement Services team as requested.
Implement business rules and procedures related to gift and pledge processing in collaboration with the Advancement Services team.
Contribute to the development and revision of documentation related to policies and procedures as needed.
Support the development/training of Gift Services team members, ensuring they are equipped to complete all departmental tasks to ensure no gaps or program deficiencies.
Hire and assess performance for Gift Services team members, providing training and necessary feedback and actions as necessary.
Coordinate special projects/tasks and provide other duties and assistance as assigned.
Education: High School Diploma or GED is required, or equivalent combination of education and experience. Bachelor's degree in the areas of business, marketing, statistics, or computer science is preferred.
Experience: A minimum of 2 years experience with increasing responsibility in the areas of Gift and data management. Experiencing using a CRM for a major academic or nonprofit institution required.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS:
The Gift Records Manager must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below.
Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication and phone manners. Must handle all activities and highly confidential information with discretion, patience, tact, and a keen eye for detail while working with individuals from a wide variety of audience levels, backgrounds and roles.
Must be proficient in operating computers with basic Microsoft Office software (such as Word, Excel, Outlook), associated professional software (such as Cognos, Raiser's Edge, Salesforce, constituent research tools, Internet research, menu-driven databases) and social media networking. Demonstrated understanding of the use of technology in assessing and improving Advancement division systems and processes to achieve annual goals and maintain confidentiality.
Must be proficient in generating queries, reports and lists using knowledge of Query, Export, and Mail functions.
Able to handle multiple tasks, meet deadlines, and work both independently and as a collaborative member of the College in support of the College's strategic vision and the division's annual goals with a high standard of integrity, ethics and accountability.
Must have excellent analytical, organizational, and project management skills; able to perform well in a fast-paced, high-volume, multi-task office with dynamic priorities and firm deadlines while remaining self-motivated and creative to complete work with completeness, accuracy and exceptional attention to detail; and able to maintain accurate basic record keeping and gift accounting for the division.
Proactive and solution oriented, able to reverse engineer business processes, and able to work independently or collaboratively.
Must have excellent time management and task prioritization skills.
Inclusive and equitable in leadership of team and engaging with others.
Engaged in ongoing learning and promoting knowledge sharing and professional development of team members.
Must understand the mission of the College's liberal arts environment.
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday â“ Friday, except during the designated summer period when office hours end at 4:30 p.m. Overtime, holiday, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.
The hourly rate for this role is between $32.00 and $35.00 with a competitive benefits package. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles.
ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.
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