Hybrid Associate Director of Gift Processing at University of Hawai’i Foundation

Position Information

Department:               Gift Processing

FLSA Status:                 Full-time Exempt

Annual Salary Range:   $70,000 - $85,000

About the University of Hawai’i Foundation:

The University of Hawaiʻi Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7000 gift accounts for the benefit of the university and its students.

The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.

Our Vision

To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.

Our Mission

To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.

Our Values

Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.

Position Summary: 

Under the direction of the Director of Gift Processing, this position will assist and manage the gift record processing. Support the formulating and implementing policies and procedures for the successful recording, maintenance, receipting, documenting of private gifts and grants. Assist the Director of Gift Processing in the supervision, hiring, evaluation, orientation and training of full-time Gift Processing Associates particularly in the gift entry and biographical maintenance functions of the fund-raising system.

Duties & Responsibilities: 

• Ensure the accuracy and promptness of data entry.
• Coordinate the processing of gifts, pledges, online gift and event services, matching gifts, deferred gifts and other contributions to the Foundation.
• Make occasional bank deposits for cash. 
• Work with large sums of money in a high-volume gift processing environment. 
• Responsible for daily, monthly, and ad-hoc reports.
• Assist in the month and year end reconciliation. 
• Communicate professionally, appreciatively, and graciously with donors through email and phone.
• Edit and check the work of others.
• Post daily batches to load them into the donor database.
• Oversee daily processes to interface transactions from the fundraising system to the accounting system.
• Manage the Gift Processing staff and department in the absence of the Director of Gift Processing.
• Support and mentor Gift Processing Associates as they fulfill their duties and assignments.
• Identify and facilitate data and gift modifications.
• Interview, hire, and train new staff as needed.
• Supervise staff in scanning and filing all incoming gift correspondence, and in processing receipts.
• Coordinate the processing of payments received via online payment services and match the distributions according to the approved deductibility worksheets.
• Establish, revise and update department policies, procedures and standards, as needed. 
• Notify IT regarding database issues; provides support to pinpoint the problems.
• Coordinate and discuss with IT about system enhancements and reports.
• Assist in organizing department requirements, testing, documentation and staff acceptance for rollouts of new programs.
• Maintain PCI training for data privacy compliance.
• Lead the team in adherence to data retention policies.
• Research gift and pledge relation information.
• Provide assistance and guidance to Foundation and University staff of the gift and pledge process.
• Participate in meetings with Gift Processing and external departments, including senior management in UH Foundation.
• Provide a department overview to new hires in other departments.
• Coordinate and oversee the process of the Special Events and Membership Deductibility Worksheets. 
• Work closely with Accounting and Finance to reconcile gift and pledge transactions between alumni and donor management system and financial accounting system, perform special assessments and audits as needed.
• Coordinate and discuss issues with the Call Center pledges and credit card gifts.  Communicate with the Call Center Management to confirm donor intent of pledge and gift amounts.
• Perform other job-related duties or special projects as assigned.

Job Qualifications: 

• Bachelor’s degree preferred.
• Minimum of three to five years of gift and data processing experience or equivalent work experience in computerized records management.
• Advanced understanding of office methods, procedures, practices.
• Bookkeeping or accounting knowledge.
• Prior supervisory experience.
• Computer literacy required, including proficiency in typing, data entry, Microsoft Word and Excel, Adobe Acrobat, and 10-key, with the capability to learn internal donor and gift databases.
• Must reflect and represent the organization’s values, which are teamwork, accountability, service, trust, integrity and excellence.

Benefits:

UHF voluntarily pays 100% of the following –

• 10% 403(b) contributions after 7 months of employment. This is automatic and NOT dependent on the employee making any contributions. PLUS, ALL contributions are 100% immediately vested! 
• Term life insurance
• AD&D insurance
• Short term disability insurance
• Long term disability insurance
• Tuition reimbursement after 1 year of employment
• Employee assistance program
• Generous PTO and paid holidays

UHF voluntarily provides the following in which the company and employees share the cost – 

• Health, Prescription, Dental, and Vision Insurance
• Free parking after 5 years of service

Other benefits available for employees to purchase –

• Medical Flexible Spending Account
• Dependent Care Flexible Spending Account
• Insurance coverages for spouse and/or children
• Critical care insurance
• Legal insurance
• Pet insurance