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Specialist, Gifts & Records

Summary

UF Advancement Classification*

Under general supervision, this position will be responsible for a highly specialized expertise within the Gifts and Records scope to include gift matching, quality assurance, data integrity, fiscal management, gift receiving, and/or credit card and non-gift processing.

Examples of Work

Job functions are specific duties that would be included in the essential functions of the job description.  These functions are not all-inclusive nor do they cover the full extent of the duties performed.

  • Receive all deposits coming in from postal mail, interoffice mail, and walk-ins; review attached documentation to ensure they are intended and eligible for deposit at the University of Florida Foundation, Inc.
  • Scan and index gifts, non-gifts, and backup documentation for the document imaging system.
  • Manage the secure telephone line for Gifts & Records, handling donor charges and responding to questions and requests.
  • Compile, analyze, and manage all corporate matching gift claim forms and corporate matching gift checks received by the UF Advancement (UFA), which includes researching employment status and updating donor database.
  • Monitor all contributions received from matching eligible donors to ensure they are accompanied by a matching gift claim form.
  • Serve as a unit contact and liaison with Prospect Strategy & Research, Corporate & Foundation Relations, Annual Giving, and colleges/units to enhance the fundraising efforts of UF’s corporate matching gift program.
  • Check for quality assurance including, but not limited to, maintaining timely workflows, and generating reports.
  • Execute best practices in Gifts and Records, office systems, files and record keeping; and effective use of all resources and tools.
  • Respond to inquiries received from donors, Advancement, and the University.
  • Evaluate processes and procedures, making recommendations and adjustments as needed in coordination with the Gifts & Records Manager.
  • Ensure Gifts & Records team remains in compliance with federal and state laws, rules and regulations, and University policies and procedures.
  • Ensure compliance with industry standards for gift recording, reporting and handling of confidential data.

Education and Experience

High school diploma or equivalent and two years of relevant experience.

Licensure and Certification

N/A

Supervision

This position does not typically include supervisory responsibility.

*Reserved Classification – Use of this classification outside of UF Advancement requires prior approval by Classification and Compensation

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