Senior Gifts and Records Administrator, Penn Medicine

Job Description Summary

Under limited supervision, manage gift processing system operations to ensure the accurate recording and reporting of contributions. Research and process Qualified Charitable Distribution (QCD) donations. Prepare and distribute online acknowledgments for Penn Medicine donors, and review and mail Notice-of-Contribution correspondence generated through the Development program. Train users and oversee credit card gift processing procedures. Facilitate identification requests for new donor contacts and accounts and support Penn Medicine fundraisers with gift-related inquiries. This position reports to the Associate Director, Gifts and Records Administrator.

Job Responsibilities

• Responsible for processing the high-volume of IRA and QCD checks. Accountable for research of donors' contact information and confirm donors' eligibility. Create opportunities and collaborate with Plan Giving to properly record gift information; also work closely with the Executive Director of Planned Giving for Penn Medicine. Train and update Gift Team members on policies and processing procedures.
• Review and merge reports for online donations, to validate information and ensure accuracy. Produce electronic acknowledgements based on the department's current acknowledgement policy. Proofreads draft letters before circulating them to the appropriate staff for approval.
• Submit case adjustments and reallocations based upon Gift Officers' and Donors' request. Conduct follow up actions to ensure that donor intent is achieved. Research, reconciles, and provides general quality assurance while serving as General Troubleshooter for problematic gifts.
• Review and assist with preparing lockbox files and creating gift opportunity transactions. Reconcile gift transactions with bank deposit; Utilize Development database to retrieve and verify donor and gift information; update donor's bio information when necessary. Ensure adherence to schedules and procedures
• Process ACC Acquisition mailing donations; request IDs and prepare Lockbox file to record gifts into Compass.
• Review paper and electronic Notice of Contribution correspondence generated by the gifts received by Penn Medicine. Incorporates corrections, produces final letters for distribution to next of kin.
• Provide support to fundraisers through gift research and issue resolution, including credit and billing matters. Process all donations, pledges, and adjustments accurately and efficiently. This role requires the ability to manage complex and confidential information with discretion while consistently meeting deadlines in a goal-oriented environment.
• Oversee and process Credit Card donation. Enforce the University's PCI policies and procedures.

Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.

Qualifications

• Associate of Science and 5 to 7 years of experience or equivalent combination of education and experience is required.
• Knowledge of computers. Word and Excel essential.
• Ability to handle complex and highly confidential materials.
• Three to five years general office experience required.
• One year in Development setting highly desirable

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$21.15 - $28.39 Hourly Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.