Gift Records Assistant

University of the Incarnate Word
June 12, 2023
Offerd Salary:$38,000-$42,000
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Gift Records Assistant Bookmark this Posting Print Preview Apply for this Job Please see Special Instructions for more details.


Position Details

Position Information

Position Title Gift Records Assistant

UIW Mission

University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.

Position Summary

The Gift Records Assistant is primarily responsible for processing and archiving gift acknowledgements. Position also manages the university switchboard. The Gift Records Assistant reports to the Manager of Advancement Services.

This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.

Job Duties

Job Duty Name Gift Transactions Log

Description of Job Duties

  • Creates gift entries in master gift log to indicate date received, amount, purpose and method of delivery.
  • Cross references all outgoing letters of acknowledgement and gift receipts to ensure the process is complete.
  • Performs other duties as assigned.
  • Job Duty Name Acknowledgement/Gift Receipts

    Description of Job Duties

  • Prepares letters of acknowledgement/gift receipts in Microsoft Word using Microsoft Excel gift file extracted from Raiser's Edge.
  • Reviews letters for completeness and accuracy against gift file, gift log and/or Raiser's Edge database.
  • Submits letters for review by supervisor.
  • Mails letters and updates log to indicate the process is complete.
  • Job Duty Name "In Memory Of" and "In Honor Of" Cards

    Description of Job Duties

  • Identifies gifts made “In Memory Of” and “In Honor Of” from gift documentation and prepares and mails notification cards for designated representative or honoree.
  • Researches and communicates with donor for contact information if necessary.
  • Job Duty Name Mass In Honor Of Cards

    Description of Job Duties

  • Identifies recently deceased alumni, former employees and friends of the University from various sources.
  • Prepares mass cards and notifies President's Office.
  • Verifies record in Raiser's Edge has been updated to reflect status and date.
  • Job Duty Name Gift Archive

    Description of Job Duties

  • Validates gift documentation packet is complete and includes a copy of the gift instrument, donor correspondence, envelope if applicable and a copy of the letter of acknowledgement/gift receipt.
  • Files gift documentation packet in gift archives alpha by fiscal year.
  • Assists with annual audit by pulling gift documentation packets for review by auditors.
  • Job Duty Name University Switchboard

    Description of Job Duties

  • Answers incoming calls through the University Switchboard and directs callers to appropriate office.
  • Researches appropriate contact when necessary and coordinates missing or wrong information with Information Technology.
  • Performs other duties as assigned.
  • Job Duty Name First Point of Contact for Advancement Services

    Description of Job Duties

  • Receives donor/client telephone calls regarding gift status and acknowledgement/receipt.
  • Reviews gift log and gift documentation packet for confirmation of processing.
  • Answers donor/client questions or escalates call to the Manager of Advancement Services Operations as necessary.
  • Performs other duties as assigned.
  • Qualifications

    Knowledge Skills and Abilities

  • Bilingual in English and Spanish to be able to effectively receive and communicate with international callers.
  • Strong knowledge of Microsoft Office products including Word and Excel.
  • Ability to effectively communicate both orally and in writing.
  • Ability to effectively communicate with patience and tact; ability to solicit caller information to correctly identify/transfer caller to appropriate office.
  • Consistent, regular attendance is critical.
  • Ability to work effectively with individuals from diverse communities and cultures.
  • Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.
  • Required Education

    High School Diploma or equivalent.

    Required Work Experience

  • Two (2) to three (3) years of office experience using Microsoft Office products to perform mail merges and maintain spreadsheets.
  • One to two years experience with a multiline telephone system or switchboard.
  • Preferred Qualifications

  • Some college.
  • Experience with a relational database (Raiser's Edge or similar) is desired.
  • Two years in a customer service environment.
  • Required Certifications, Licenses or Registrations

  • Valid driver license and driving record that is insurable with UIW insurance carrier.
  • Must be 21 years of age.
  • Must be able to operate a golf cart during special events.
  • Work Hours

    Monday through Friday 8:00am to 5:00pm, to include occasional evenings and Saturdays for special events.

    Physical Demands

  • Must be able to lift up to 15 pounds of office supplies.
  • Ability to reach overhead, bend, squat to retrieve office materials.
  • Ability to actively engage in events for extended periods of time.
  • Posting Details

    Posting Details

    Posting Number AS1751PO

    Number of Vacancies 1 Job Type Full Time Job Category Staff (non-exempt) Desired Start Date 06/01/2023 Position End Date (if temporary) Reports to Manager of Advancement Services Salary $38,000-$42,000 Annualized Open Date 05/12/2023 Close Date Open Until Filled Yes Special Instructions to Applicant



    UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).

    Applicant Documents

    Required Documents

  • Resume
  • Cover Letter/Letter of Application
  • Optional Documents

  • Other Document
  • Supplemental Questions

    Required fields are indicated with an asterisk ().

  • How did you hear about this employment opportunity?
  • UIW Website
  • Indeed
  • LinkedIn
  • Personal Referral
  • Employee Referral
  • Other
  • If you selected other, please tell us where?
  • (Open Ended Question)

  • What is your highest level of education achieved?
  • Less than High School Education or GED equivalent
  • High School Education or GED equivalent
  • Some college
  • Associate's Degree
  • Bachelor's Degree or above
  • How many years of office experience do you have using Microsoft Office products to perform mail merges and maintain spreadsheets?
  • Less than 1 year
  • 1 year
  • 2 years
  • 3 years
  • 4 years
  • 5 or more years
  • How many years of experience do you have using a multi-line telephone system or switchboard?
  • Less than 1 year
  • 1 year
  • 2 years
  • 3 years
  • 4 years
  • 5 or more years
  • Rank your proficiency in understanding and speaking Spanish.
  • None
  • Minimal
  • Limited
  • Proficient
  • Advanced
  • Expert
  • List the Microsoft Office products with which you are experienced. Include your proficiency level in each and include special level in each, where applicable.
  • (Open Ended Question)

  • How many years of customer service experience do you have in an office environment?
  • None
  • Some, but less than 6 months
  • At least 6 months but less than 1 year
  • 1 year
  • 2 years
  • 3 years
  • 4 or more years
  • Do you currently have a valid driver's license?
  • No
  • Yes
  • Are you 21 years of age or over?
  • Yes
  • No
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