Gifts & Constituent Information Specialist - Illinois Tech (Chicago, IL)

Cameron Alzubi

view from the 17th Floor - Office of Advancement & Alumni Relations

Gifts & Constituent Info Specialist

Illinois Institute of Technology in Chicago, IL

Position Title	Gifts & Constituent Info Spec
Reports To	Director, Gift Administration
FLSA	Non-Exempt
Location	10 West 35th Street, Ste 1700 Chicago, IL 60616
Department	Office of Advancement & Alumni Relations
GENERAL DESCRIPTION	The Gifts and Constituent Information Specialist is a key member of the Advancement Services team. Under the direct supervision of the Director of Gift Administration, this position will be responsible for processing, acknowledging, and receipting all gifts to the University. Fully understands and applies industry and professional standards, university policy and procedure, federal and state laws and other regulations applicable to donations granted to the University. This position will be responsible for maintaining gift records and documentation. Additionally, the Gifts and Constituent Information Specialist will ensure the integrity of alumni and donor records. This position will interact with donors as needed on behalf of Gift Administration.
Special Schedule Requirements	Must be able to commute to IIT’s main campus in Bronzeville (Chicago) to manage physical donations, deposits, and other documents. During the crucial calendar year-end period, Gift Processing staff often work on days when the University is closed in order to process and acknowledge gifts according to legally specified time limits.
EEOC Statement	Illinois Institute of Technology is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA employer committed to enhancing equity, inclusion and diversity within its community. It actively seeks applications from all individuals regardless of race, color, sex, marital status, religion, creed, national origin, disability, age, military or veteran status, sexual orientation, and/or gender identity and expression. All qualified applicants will receive equal consideration for employment.

Education & Experience

Bachelor’s degree or equivalent education and work experience (minimum of three years of related work experience). Preference given to candidates with formal training in fundraising, gift processing, record-keeping, accounting, and/or finance. Previous experience working in higher education (or comparably complex organization) Experience using Blackbaud’s Raiser’s Edge or similarly complex fundraising CRM required. Previous experience in customer service, and/or interacting with donors or other high net worth individuals required. Experience in Financial operations, record keeping, transaction inquiry and cash or cash-equivalent (within a nonprofit setting) preferred

Knowledge & Skills

Familiarity with basic gift accounting principles and charitable gift guidelines. Understanding of professional fundraising ethics and the Donor Bill of Rights. Understanding of relational databases; the inter-relationships between data and records. Proficiency in common applications such as Microsoft Office and/or G Suite required; experience using collaborative software such as Trello, Wrike, or Asana preferred. Must be able to professionally communicate verbally and in writing to a wide array of internal and external constituents. Ability to appropriately manage sensitive and confidential information Critical thinking and the ability to prioritize and recognize nonstandard issues as they arise. Exceptional at attention to detail, ability to identify and rectify errors. Ability to prioritize and balance day to day workload to meet expected gift processing efficiency metrics and project/task deadlines as assigned is essential. Must be self-motivated; strives for efficiency and accuracy. Ability to work both independently as well as collaboratively with a team. Comfortable working in-person and remotely with a diverse group of students, faculty, staff, alumni and donors.

List any certifications or licenses that are either required or helpful in performing the job, designating whether required or preferred.	Certifications issued from Blackbaud, Microsoft, or other industry software preferred, but not required.

Key Responsibility

Gift Processing Accurately and promptly enter all donations to Illinois Tech including, but not limited to, PNC Lockbox, mail, ACH/EFT, online forms, matching gift pledges and payments, faculty solicitations, etc. Donations may be received in the form of checks, credit cards, stocks, direct debits, money transfer, and other non-cash mediums. Manage all aspects of 3rd party giving and Matching Gifts.

Percentage Of Time

30%

Key Responsibility	Gift Documentation Compile, organize, and archive all gift documentation per university policy and procedure . Carefully review all gift documentation to determine appropriate campaigns, funds, appeals for allocation of each gift and process according to Advancement standards. Alert Director of Gift Administration to special gift situations.
Percentage Of Time	20%

Key Responsibility	Acknowledgements & Receipts Ensure each gift is accurately labeled with a Letter Code when needed; ensure Acknowledgement and Receipt Status are correct for each and every gift. Produce timely and accurate tax receipts and acknowledgment letters to donors within 72 hours of receipt of donation. Will produce annual tax receipts (calendar year) for all donors.
Percentage Of Time	20%

Key Responsibility

Record Maintenance Screen incoming gift materials for biographical and contact-related updates. Create and/or update alumni and donor records based on information received by various sources (gift documentation, phone calls, returned mail, etc.) and populate all appropriate data fields where information is available. Ensure fields such as Name Formats (Addressee/Salutation) are updated according to most recent donor communication Clean and streamline where possible; maintains accurate names for recognition and publication purposes. Updates employer relationships as it relates to matching gifts.

Percentage Of Time

15%

Key Responsibility

Other Monitor Matching Gifts and Gift Admin email addresses. Liaison with donors regarding invalid credit card information or other issues with processing their gifts; respond to and/or resolve donors’ gift-related questions and requests via phone and email. Log calls and email interactions with donors as actions on constituent records. Participate in data entry and/or data clean-up projects as assigned.

Percentage Of Time

15%

Work Hours	Must be able to commute to IIT’s main campus in Bronzeville (Chicago) to manage physical donations, deposits, and other documents. During the crucial calendar year-end period, Gift Processing staff often work on days when the University is closed in order to process and acknowledge gifts according to legally specified time limits.
Position Category	Full Time
Posting Date	06/01/2021