Gift & Data Processing Associate

Title: Gift & Data Processing Associate

Department: Gift Processing

FLSA Status: Full-Time Non-Exempt

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:

The Gift & Data Processing Associate conducts daily gift processing operations in Makana, a comprehensive, integrated, relational database system. Key responsibilities include assisting with data entry and analysis and maintaining high quality standards that support database record integrity while processing charitable contributions.

Reports to:

Associate Director of Gift Processing

Duties & Responsibilities:

• Process daily gift batches in a timely manner in accordance with Foundation policies and procedures.
• Evaluate, sort, organize, total and deposit gifts, pledges, membership payments, and non- routine deposits daily.
• Process credit cards payments for gifts, pledge payments, memberships, and events.
• Create and maintain donor profiles for recurring payments on various payment systems.
• Coordinate and analyze data for data entry projects. Enter gifts, pledges and memberships into the Makana database and maintain database integrity.
• Produce various reports, queries, imports, and exports pertaining to the gift, pledge and membership entry process as needed.
• Add, maintain, and update constituent records in the database as needed.
• Produce gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate fashion.
• Analyze pledges, gifts, and membership payments against documents and process necessary modifications.
• Utilize various tools, software, and programs, such as GPL (Gift Pledge Loader tool), to process gift batches. Resolve any technical issues with affiliated departments to ensure accurate processing of gifts.
• Address inquiries from UHF Staff, donors and members regarding gifts, pledges and memberships.
• Respond promptly and courteously to donor inquiries, concerns and requests, and provide assistance to ensure donors’ needs are met.
• Assist with the daily, monthly and annual reconciliation process.
• Perform other duties as assigned, including but not limited to all aspects of administrative support for departmental operations including scanning, processing e-deposits, redacting, and other tasks.
• Must commit to being available at the end of the calendar year (i.e., during winter holidays) to ensure effective and efficient gift processing and reporting.

Job Qualifications:

• Associate degree preferred or high school diploma required, with at least 3 years of general office work experience.
• Data entry experience preferred.
• Must be familiar with Microsoft Office and proficient with Microsoft Word, mail merge applications and Excel.
• Exhibit interpersonal skills using tact, patience and courtesy.
• Ability to handle various donor concerns and inquiries, demonstrating a commitment to providing exceptional service.
• Able to work in a team environment and independently with minimal supervision.
• Must be organized and detail oriented.
• Learn complex data entry codes and procedures quickly.
• Able to multi-task, prioritize projects and review work for accuracy in a fast-paced environment.
• Work well under pressure and meet deadlines to ensure goals are met in a timely manner.
• Self-starter and self-motivated to problem-solve.
• Maintain confidentiality of sensitive information and use of good judgement.
• Excellent and precise data entry and typing skills.
• Must reflect and represent the Foundation’s values which are Teamwork, Accountability, Service, Trust, Integrity and Excellence.

Essential Functions:

• Ability to sit at a desk and use a computer for extended periods of time.
• Occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs.
• Ability to operate general office equipment such as a computer, printer, photocopier, scanner, phone system, etc.
• Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
• Visual acuity to read printed and electronic documents and computer screens.
• Ability to communicate verbally and in writing so others will understand.
• Hearing and speaking abilities for in-person, phone, and video conversations.

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 coverage for spouse and/or children
• Critical care insurance
• Legal insurance
• Pet insurance