Maine Philanthropy Center

Building Connections for Maine Grantmakers

USM Foundation - Advancement Operations Coordinator

Tuesday, April 30, 2019

Under the direction of the Executive Director of Finance and Advancement Operations, the Advancement Operations Coordinator is responsible for processing donor gifts, biographic updates, and other tasks associated with the alumni/donor/prospect database, in accordance with established gift acceptance policies, CASE guidelines and IRS regulations, as well as provide some administrative support to the USM Foundation staff.

Duties and Responsibilities
Gift Processing and Data Integrity (70%)
The Advancement Operations Coordinator is responsible for receiving, processing and receipting all donor gifts in a timely manner. Gifts are processed for both University of Southern Maine (USM) and USM Foundation (USMF), requiring high attention to detail and knowledge of nuances unique to each entity. Ensure documentation is complete for processing gifts, related to the designation, purpose, etc. and is included on entity record in alumni/donor/prospect database. This role will process new and updated contact, biographic and engagement information consistently & timely for purposes of solicitation, communication, reporting, etc. The databases include the alumni/donor/prospect database and the on-line community vendor system. This position will manage the process of establishing new, and changes to existing, payroll deductions, and providing timely updates to both USM’s HR (for UMaine System employees) and USMF’s HR (for USMF employees).  The Coordinator will also track and post all payroll deductions in alumni/donor/prospect database, reconcile to respective GL balances.
The Advancement Operations Coordinator will maintain the list of outstanding pledges for both USM and USMF, track due dates, prepare and mail payment reminders and follow up on past due as needed.  Maintain donor and pledge files for ease of access to pertinent information related to the pledge and for audit purposes. This role will prepare, track collection of and process sponsorship invoices requested from various departments for USMF.  Ensure appropriate documentation is obtained to properly record the tax deductibility of the sponsorship.
In coordination with the Director of Stewardship and Donor Relations, this role will prepare, mail and file monthly first time donor notes, memorial and honorarium letters, etc. This role is responsible for physically delivering regular deposits across campus several times per week.
 
Foundation Administrative Support (20%)
The Advancement Operations Coordinator will manage, organize and order office supplies, using established procedures and vendors, as well as submits orders to printer for business cards, stationary, etc. and other orders as assigned. As needed, to support special projects, new tasks and assist at corporate functions, which may occur before or after normal business hours. Document and/or update existing procedures for various aspects of the job function. Working with relevant staff, record new & renewal Corporate Partner membership data in alumni/donor/prospect database and external spreadsheet.
 
Collaboration (10%) 

The Advancement Operations Coordinator is expected to provide exceptional customer service to the foundation and University stakeholders, partners, donors and alumni. This role must maintain a consistently impeccable standard of confidentiality, trust, and privacy protection for donors and donor information as well as finance and payroll confidential information. This role must have the ability to staff special events, which may be outside of normal work hours. This position must serve as a collaborative partner with other USMF staff, as well as a role model for others by exemplifying excellent professional conduct. This position must derive deep satisfaction from working collaboratively and contributing to the overall success of the USM Foundation.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Computer Skills:

To perform this job successfully, an individual should have knowledge of financial accounting systems, Microsoft Word, Microsoft Excel, and Google Docs. Experience with an alumni/donor database is preferred.

Education/Experience:

One-to-three years of related experience in a gift processing function, or 3+ years’ related experience in administrative support and/or training; or equivalent combination of education and experience.

Knowledge, Skills and Other Abilities:
  • Proficient and comfortable in the use of a donor database (ie: Advance, SunGard, Blackbaud, etc.)
  • Experience working in nonprofit gift processing
  • Ability to work independently and in a team environment
  • Perform basic bookkeeping functions
  • Proficient in Microsoft Office Suite and mail merge
  • Manage multiple responsibilities and prioritizes tasks
  • Ability to maintain confidentiality
  • Ability to exercise judgment and initiative
  • Attention to detail
  • Excellent and responsive customer service skills
  • Written and oral communication skills
  • Confidence and professionalism in person and on the phone in interacting with alumni, donors and university colleagues

For more information and application instructions, visit the job posting on the Maine Association of Nonprofits website.

The USM Foundation is an Equal Opportunity Employer. We are committed to building a diverse, inclusive and equitable team to be a catalyst for transformation at the University of Southern Maine.

News type: