Gift Administration Specialist

Who We Are

System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with a few smaller offices located on the campuses. Many of our departments support the educational and research missions of the four University of Colorado campuses, but System Administration is not considered a campus. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty. Learn more about CU System Administration.

The CU System Office of Advancement provides excellent customer service, strategy, expertise, and efficiency to our partners on CU’s campuses and at the University of Colorado Foundation. We support CU’s fundraising and engagement goals through advancement operations that include constituent research and development, data management, business intelligence, technical architecture, annual giving, planned giving, gift administration, marketing and communications, IT, budget and finance, and more. We believe that a healthy office culture is foundational to our success. We create this by bringing together a diverse team of colleagues and infusing our core values—Work Together, Think Big, Be Good and Have Fun—into our work every day. 

Position Summary

The Gift Administration Specialist manages and tracks the day-to-day activities of the gift agreement documentation process from start to finish including ticket management, document drafting, communication with campus partners, draft reviews, signature collection, data management, and process documentation. This position may assist in supervising a student employee. The specialist can be involved in an average of 400 gift agreement requests annually.

The Gift Administration Department (GAD) supports the advancement activities conducted throughout the CU System, which includes the System Office, four unique campuses, the President’s Office, and the CU Foundation by providing drafting services, liaison services, and expertise around policy and standard processes. This position will serve as a strategic partner and effective communication point with colleagues at all levels and will be a critical member of the team at a transformative moment for our energetic, entrepreneurial advancement division.

The Gift Administration Specialist will collaborate with Development Assistants and Development Officers to support the creation and maintenance of high-quality gift documentation while also maintaining an active awareness of goals, and objectives, of the development program as a whole, and become a trusted advisor to support the achievement of campus strategic business goals.

The position also advises leadership on policies, procedures and operational activities related to the business functions. A successful candidate must possess excellent communication and organizational skills and be able to successfully balance multiple self-directed projects that may, at times, have opposing priorities.

The position will report to the Assistant Director of Gift Administration and is exempt from the state of Colorado Classified Staff System.

Where You Will Work

The CU System Office of Advancement follows a “flexibility first” approach to our work that defines how we manage and make use of in-person time. As a hybrid role, this position will work mostly remotely with occasional in-office time as directed by this roles manager. At minimum, in-office time for this position will include four separate callback weeks per year — when all our colleagues are expected to be together in the office. Additional in-office time will be determined by this roles manager.

Diversity and Equity

The University of Colorado System Administration Office is committed to recruiting and supporting a diverse workforce. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans.

Duties & Responsibilities

Duties and responsibilities of the position include, but are not limited to:

Gift Agreement Management

Craft and review all gift agreements for clarity, accuracy, and legal complianceLiaise with Campus Advancement, CU Legal, and CU FoundationEffectively summarize and detail any exceptionsDelegate gift agreement signature routing tasks and other necessary tasks to student employeeProvide guidance and education on relevant policies and templatesDevelop and maintain strong campus partnerships to provide success in Gift Administration processesOffer suggestions on the gift agreement process and workflow and plans for solutionsIdentify and analyze issues and raise to Gift Administration AD, CU Foundation and campus partners with potential situationsUse system tools, such as DocuSign to acquire signatures on gift documents from donors, University partners, the Foundation President, and other relevant parties

Gift Agreement Request Management

Regularly monitors and handles the general inbox and system tools and assigns workflow to the appropriate team membersEnsures all system tool data fields are accurate and updated as information on gift agreements changeLeads and addresses system tool task assignments

Data Management and Reporting

Preserve the accuracy of Gift Administration information within system tools by working closely with the Records team and other Advancement departmentsMonitors and addresses data integrity reports received from system tools and updates records as the need arisesIdentify useful information (reports) in system tools for use of Gift Administration team members or campus partnersIdentify metrics and reporting needs for campus partners and other key members and pulls this information from system toolsSchedules, coordinates, and manages check-in meetings and updates with meeting informationPrepares and validates campus specific gift documentation reports in preparation for monthly check-in meeting between the Gift Administration team and campus liaisonsUploads additional gift and historical documentation into system tools as requested

Additional Activities

Assist Gift Administration AD in the maintenance of Gift Administration materials, including:OutreachInstructional documentsTemplatesAssist in providing information to key campus partners on process improvements or issuesCross train and provide assistance to any student employees

What We Offer

Salary: The anticipated hiring range has been established at $55,000-$60,000.

CU System Administration takes into consideration a combination of the selected candidate’s education, training and experience as it relates to the position, as well as the position’s scope and complexity, internal pay equity and external market value when determining a salary level for potential new employees.

Benefits: With our unparalleled range of benefits, including top-notch healthcare, comprehensive wellness programs, enriching professional development, and a dynamic work-life balance, we ensure your holistic growth and happiness.

No-cost or low-cost medical & dental plan options, some inclusive of IVF assistance.Disability, Life, Vision Insurance options.Multiple retirement planning options including a mandatory 401(a) plan where CU contributes 10% of your gross pay, a 401k or 403b plan and a 457 deferred compensation plan.Pre-tax savings plans, such as Health care and Dependent care flexible spending accounts.Embrace a healthy work-life balance with ample sick and vacation leave, along with at least 12 paid holidays. This includes a dedicated week off for winter break.4 weeks of parental leave to adjust to the joys of parenthood.Tuition Benefit of 9 waived credits for eligible courses on any CU campus per academic year for employees, as well as options for your dependents.Free RTD EcoPass and Free Onsite Parking at our 1800 Grant Street Office.Many additional perks & programs with the CU Advantage.

Additional Taxable Fringe Benefits May Be Available.

For more information on benefits programs, please review our Comprehensive Benefits Guide.

Access our Total Compensation Calculator to see what your total rewards could be at CU. (This position is a University Staff position)

Qualifications

Minimum Qualifications

Please ensure your resume includes any and all relevant experience to be accurately assessed against these qualifications. You must meet all minimum requirements listed at the time of application to be considered for this role.

Bachelor’s Degree from an accredited institution of higher education or equivalent professional experience. (The educational requirement may be substituted by professional experience on a year for year basis)One (1) year of experience required related to gift administration, gift management, administrative support, and/or data management and reportingAbility to travel to 1800 Grant St. and the four CU campuses as needed

Preferred Qualifications

Two (2) years’ experience as stated aboveNon-profit experience, preferably in a higher education fundraising environmentPrevious customer service experiencePrevious donor gift documentation experienceA background in fundraising, gift/grant administration, or other relevant nonprofit experience is highly desired

Knowledge, Skills, and Abilities

To be successful in this position, employees will need to know the following:

Professional demeanor and a service orientationStrong organizational and time management skillsAbility to handle and prioritize multiple tasks and projects simultaneously Proven ability to prioritize work, set limits, attend to detail, and meet goalsBuild and maintain strong working relationships with individuals and groups across a sophisticated environmentEffective oral/written communication skills and interpersonal skillsStrong ability to solve problems and work with individuals at all levels in the organizationProficient with MS Office applications and the ability to learn and experiment with new software and systemsAbility to establish and maintain partnerships with development staffAbility to take care of confidential material and uphold high ethical standardsSkilled in and ability to effectively communicate verbally and in writingSkilled in and ability to use Microsoft Office suite

How to Apply

For full consideration, please attach the following as separate documents to your application:

A cover letter identifying the job specific minimum qualifications you possess A resume including any and all relevant experience to be accurately assessed against the qualifications listed in the posting.

Please ensure you check the “Job Specific Attachments” box next to each document on the “Required Documents” page of the application for the appropriate documents to be attached.

When to Apply

For full consideration completed applications must be submitted by May 1st. Reference checking is a standard step in our hiring process. You may be asked to provide contact information, including email addresses, for up to five references as part of the search process for this position. *Please note: All application materials must be submitted through CU Careers; emailed materials will not be considered.*

Sponsorship Statement

We are unable to sponsor applicants for work visas for this position.

Background Check Statement

The University of Colorado is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history. The Immigration Reform and Control Act requires that a verification of employment eligibility be documented for all new employees by the end of the third day of work. The University of Colorado is committed to diversity and equality in education and employment.

ADA Statement

We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: systemhr@cu.edu.

University Staff

Job Category

Development

Primary Location

Denver

Department

S0001 -- System Administration

Schedule

Full-time

Posting Date

Apr 17, 2024

Unposting Date

Ongoing

Posting Contact Name

systemhr.recruiting@cu.edu

Posting Contact Email

systemhr.recruiting@cu.edu

Position Number

00789416