Please note that this is an 18-month fixed-term position
Gift Securities Assistant reports to the Director of Gift Securities in the Controller's Office within Financial Management Services, Business Affairs. The Gift Securities team is responsible for facilitating the transfer of all gifts of appreciated securities to the university as well as managing the valuations, liquidations and collections processes for each gift. The Gift Securities Operations is integral in supporting the day-to-day operations of tracking all the details of each gift and preparing it for processing.
- Serve as the primary owner of data integrity for the GSO team, managing the gift securities database (GRASP) to ensure accuracy for new gifts, dates of gift, and all related documentation, including the distribution of auto-generated 'received' emails.
- Conduct daily reconciliation of the Dreyfus gift report, matching donors in GRASP, verifying record details, and initiating research on any unidentified items.
- Execute the daily upload of stock gift data from our custodian bank (the Daily Gift Index), meticulously resolving all discrepancies to ensure gifts are valued correctly and on time.
- Proactively monitor non-Dreyfus online brokerage accounts for all financial activity, immediately notifying the team of new or cash gifts.
- Oversee and maintain all critical operational logs (e.g., daily online gift checks, received checks, certificates, vault items), preparing items for secure shipment and ensuring confirmed delivery.
Core Duties
- Review, process, gather, and compile accounting transactions and documents for completeness, accuracy, and compliance.
- Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. Monitor transactions in accounting systems for clearing and outstanding items.
- Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports.
- Resolve transactional inquiries, escalate broader issues.
- Respond to transactional inquiries from client groups.
- May be responsible for p-card administration, processing, travel cards and expendable reimbursements.
- May establish accounts in financial systems; prepare invoices.
- Participate in new initiatives, as needed such as user testing.
- Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Ensure compliance with University policies, and federal regulations and requirements.
Minimum Education and Experience
High School diploma or equivalent and two years' work experience.
Knowledge, Skills and Abilities
- Knowledge of basic accounting procedures.
- Ability to operate computerized office applications and accounting systems.
- Ability to clearly and effectively communicate information to internal audiences and client groups.