Gift Records Assistant
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Please see Special Instructions for more details.
N/A.
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
N/A.
EOE
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
HigherEdJobs.com
HispanicsinHigherEd.com
BlacksInHigherEd.com
WomenAndHigherEd.com
VeteransinHigherEd.com
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
