Type of Appointment: Full Time, Probationary

Job Classification: Administrative Analyst/Specialist Non-Exempt

Anticipated Hiring Range: Up to $4,166

Work Hours: Monday - Friday, 8:00am - 5:00pm



THE DEPARTMENT:

The Division of University Advancement is one of five central divisions of the university whose primary purpose is to enhance the private support and knowledge of the university. This is accomplished by initiating programs, events and activities that stimulate the involvement and interest of alumni, friends, parents, corporations, and foundations to develop relationships that will foster and stimulate giving to the university. The office the Vice President of University Advancement oversees the offices of development, alumni and external relations, advancement services and annual giving. The division manages and operates the Cal Poly Pomona Philanthropic Foundations which serves as the official entity to receive and manage all contributions to the University. Under the telework policy it is understood that your physical presence may be required on individual scheduled remote days based on the needs of the campus, division, department, or request of your HEERA Manager.

DUTIES AND RESPONSIBILITIES:

Gift Processing

• Enter complex gifts with significant attention to detail; manage a high volume of routine tasks; interpret and apply policies and procedures independently; use judgment and discretion when precedents don’t exist.
• Enter gift data and receipt gifts in an accurate and timely fashion.
• Analyze gifts to determine and code the appropriate campaign, funds and appeals.
• Record gifts (cash, gift-in-kind, stock transfer, pledges, planned gifts) into the database; update biographic and demographic information, and enter all relevant information to accurately transmit gift information to the foundation.
• Act as backup to the Gift Processing Data Entry Assistant for retrieving and entering all gifts, membership payments and event payments made online; may require use of personal automobile.
• Ensure the accuracy and timeliness of donor tax receipt letters authorized by the University Advancement Vice President.
• Regularly communicate with the foundation and other campus staff to clarify any issues or questions about the acceptance of gift form, reports and deposits related to gift entry.
• Safeguard the confidentiality of departmental, office administration and donor information by exercising good judgement in communicating information to faculty, students, staff, in the handling of internal requests and through compliance with foundation, campus and CSU policies regarding handling of money.
• Follow up on unknown gift designations with the appropriate department or staff and communicate with the Gift Processing Specialist on adjustments to gifts as needed, especially those held in Suspense.
• Handle a broad range of operational and procedural office and administrative problems which may at times require research, analysis, and evaluation of information to be solved. Ingenuity in developing solutions is required to complete these functions.
• Make bank deposits using desktop check scanner. Log out the deposited checks from Cash Handling log and maintain accurate digital records of deposits. Maintain proper storage and secure disposal of deposited checks.
• Assist the Gift Processing Specialist in creating and editing on-line gift entry forms. Build and maintain basic skills in using tools for on-line gift entry form creation and editing.
• Provide operations support to the department by greeting guests, receiving deliveries, and processing mail as needed.

Reconciliation and Reporting

• Performs the first pass of the monthly reconciliation process. Researches and analyzes anomalies; appropriately escalates findings to the Gift Processing Specialist and respective campus accounting partners. Collaborates with others to resolve all discrepancies.
• Produces a draft of the reconciliation report and, with review and approval from the Gift Processing Specialist, routes to the Executive Director of Advancement Services for signature approval.
• Runs and distributes routine, monthly, quarterly, annual business gift reports to inform frontline fundraisers and management in strategic decision-making. Reviews and investigates results to ensure accuracy prior to distribution. Notifies the Gift Processing Specialist of reporting issues and collaborates to resolve them. Assists in answering questions about the reports.

Matching Gift Processing

• Act as administrator for the Cal Poly Pomona Matching Gift Program – which is a large scale, complex project with broad visible impact.
• Use and maintain the matching gift portal and related tools.
• Review/confirm all matching gifts.
• Create matching gift pledges in the donor/alumni database.
• Ensure timely follow up on matching gift opportunities.
• Approve/deny all matching gifts by verifying receipt of donor gift and compliance with program rules as requested by the company/foundation.
• Ensure proper designation of donor/corporate gift.
• Communicate with individual donors and companies/foundations concerning eligibility of gifts.
• Acknowledge all matching gifts.
• Identify and communicate with potential matching gift donors to stimulate new and increased matching gifts.
• Maintain matching gift company records in the donor/alumni database.
• Keep informed about corporate mergers, take-overs and dissolutions to appropriately update the donor/alumni database.

Maintenance of Records

• Enter data to contribute to a database that is accurate, complete, and reliable to support the mission of University Advancement.
• Create new constituent records as needed; minimize the creation of and accurately delete duplicate records.
• Research and regularly maintain constituent and gift records in the donor/alumni database by running maintenance queries and updating records, including data imports, proactively and as requested.
• Complete various data update projects including large scale, complex projects requiring extensive research and broad understanding of the database, recordkeeping, and reporting as assigned by the Gift Processing Specialist or HEERA Manager.

Policy and Procedures Documentation

• Independently and collaboratively evaluate, create and improve policies and procedures within Advancement Services and across departments within University Advancement; examples include deceasing records, merging records, matching gift handling, soft credit gift handling, etc.
• Write training materials and train others in use of donor/alumni database, and act as a resource for database users who have questions or problems regarding gift records, constituent records, or policies and procedures.
• Analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Effectively handle interpersonal interactions at all levels and handle highly sensitive information.

QUALIFICATIONS:

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Three years of philanthropic gift-processing experience
• Knowledge of and demonstrated experience in applying IRS rules and CASE Reporting Standards pertaining to gift accounting.
• Experience using Raiser’s Edge database system or a similar relational donor/alumni database.
• Ability to gather, compile and analyze data to make decisions regarding gift entry and assigning tax credits.
• Excellent interpersonal communications skills to be able to effectively communicate with campus partners regarding gift processing and database-related questions.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,879 and maximum $7,488 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.