Job Details

University of San Diego
  • Position Number: 1220901
  • Location: San Diego, CA
  • Position Type: Other Administrative Positions


Acknowledgement Coordinator (AA2)
University of San Diego





Department: Advancement Services
Staff Full-Time
Job IRC#27998

Job Description:
The acknowledgement coordinator is responsible for preparing all gift acknowledgment letters for the president's signature on a timely basis in accordance with standards established in the university's Gift Policy and Procedure Manual. This position is also responsible for coordinating the acknowledgment process university-wide. As such, the coordinator must clearly communicate with and appropriately disseminate information from all stakeholders. The coordinator routinely works in conjunction with the Offices of the President, Vice Presidents, Deans, Development, and other departments on campus. This position is responsible for developing and maintaining a systematic method for tracking acknowledgment letters. The coordinator manages the pledge reminder process, ensuring accuracy and timely mailing and assists with maintaining the department's internal gift tracking system. This position provides assistance with the maintenance of over 500,000 records in an expanding constituent database and helps to maintain the integrity of information contained in the constituent database which effects all correspondence, solicitations, other mail and telephone contact between the university and our external constituents (alumni, parents, corporations, foundations, friends, etc.). Supervision received: this position functions under the general guidance and direction of the assistant director for Advancement Services.

Essential Duties and Responsibilities:
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.

Gift Acknowledgement Coordination
Responsible for preparing the appropriate gift acknowledgment letter and ensuring the donor is thanked in a timely manner.
  • Using the Advance system, select the appropriate criteria to be used for identifying which gifts need letters created for them.
  • Export the resulting data file so that it can be uploaded into a Microsoft Excel for tracking purposes.
  • Coordinate with the gift coordinators to make sure that the appropriate gift transmittals are ready to be acknowledged.
  • Review each gift transmittal for identifying characteristics and selects the appropriate letter template to be used from the network drives.
  • Forward the initial letter to the necessary department on campus for review.
  • Review the returned letter and save it in the appropriate location on the network.
  • Forward the approved letter from the department to the president for signature.
  • Receive the signed letters from the president's office, make copies to be submitted to our document imaging system, and mail the letters as necessary.
  • Coordinate and manage the memorial and honorary gift acknowledgement program. Regularly produce notification letters for memorial and honorary gifts.
  • Assist with the collection and distribution of scholarship thank you letters from recipients to donors.

    Gift/Pledge Reporting and Data Processing
    Prepare the monthly pledge reminders on the third Tuesday of every month.
  • Using the Advance system, select the appropriate criteria to be used for the monthly pledge reminder data file report.
  • Import the pledge data into Excel to sort and group the data to be reviewed by different departments on campus.
  • Review the returned pledges and notify the assistant director and gift coordinators of any updates that need to be made to any pledges.
  • Mail merge the approved Excel data file with the pledge reminder Word form template and print the reminders.
  • Mail the pledge reminders.
  • Prepare monthly past-due and collections reports for development leadership.
    Review all of the gift transmittals.
  • Verify and match gift transmittals as provided by the gift coordinator to the supporting documents and review for any errors
    Assist with the various data integrity projects as needed.
  • Update various records in the database based off of information provided by the assistant director.
  • Update address records, mail, affiliation, and solicitation codes as directed.
  • Assist with reviewing and proofing the annual presidential Christmas card mailing list.
    As determined by the assistant director, the coordinator will perform other duties, as assigned.

    Qualifications:
    Minimum and Preferred:
  • Requires high school or a high school equivalency diploma.
  • Two years of data entry experience with an emphasis on fluctuating heavy workloads.
  • Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills; must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
  • Excellent command of the English language including grammar, spelling, punctuation, formats, proofreading, and syntax; accurate typing and proofreading skills.
  • Intermediate experience of MS Office programs; experience with database management systems with an emphasis on relational databases; ability to learn new computer programs quickly and efficiently.

    Performance Expectations: Knowledge, Skills & Abilities
  • Must be friendly and personable; mature, positive attitude; a team player.
  • Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of administrative staff.
  • Must possess good judgment, tact, sensitivity, and discretion in handling confidential materials and situations.
  • Must have the ability to establish and maintain productive working relationships with a diverse group of administrators and staff.
  • Ability to gain knowledge of university departments, functions, personnel, and locations quickly.
  • Ability to search and match documents with one another using various criteria.
  • Ability to work with minimal supervision.


    Background check: Successful completion of a pre-employment background check.

    Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.


    Salary: $17.00 per hour; Excellent Benefits.

    The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

    Hours: 37.5 hours per week

    Closing date: June 1, 2018

    Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

    The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

    The University of San Diego is a smoking and tobacco-free campus. For more information, visitwww.sandiego.edu/smokefree.

    Click Apply Now to complete our online application. In addition, you are strongly recommended to upload a cover letter and resume to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at hr@sandiego.edu










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