The Hotchkiss School

Location: LakevilleCT 06039 Document ID: A9253-0B3Z Posted on: 2015-06-2406/24/2015 Job Type: Regular

Job Schedule:Full-time
Minimum Education: Not Specified2015-07-24
 

Gift Manager

The Gift Manager is responsible for timely and efficient processing of all donations to The Hotchkiss School that are received by the Alumni and Development Office.  This position reports to the Director of Advancement Services and works closely with other members of the Advancement Services Team to insure accurate data and accurate reports.  The Gift Manager also works very closely with fundraisers for the annual fund, capital giving, and planned giving to properly distribute donations based on the donor's intentions.  This position is not only the hub of gift processing in the Office; it also includes analyzing processes, suggesting improvements, and leading implementation of improvements.   The Gift Manager insures that Office, IRS, and CASE guidelines are maintained for recording and reporting on all gifts.

DUTIES AND RESPONSIBILITIES:

The primary function of the Gift Manager is to process all gifts and pledges to the School which are given in the form of cash, stock, or gifts-in-kind, and record each gift or pledge into the database along with supporting documentation.  Gifts are processed and receipted daily.  Specific duties of this process include, but are not limited to:

 

  • Process donations to the School received by mail as well as online credit card charges, daily. Ensure that the proper documentation has been secured for each gift and that gifts are processed in accordance with the donor’s intent.  File this documentation both electronically and in hard copy.
  • Receipt each gift and oversee the acknowledgement process including notifying office of gifts received and insuring that acknowledgments are mailed and recorded in the database.
  • Work with bank to process stock gifts and insure proper credit is given to the donor.
  • Contact donors as needed to clarify gift intentions, answer questions, and to collect missing information.
  • Work closely with the Accounting Office at The Hotchkiss School to insure proper transfer of gifts between offices, both physically and electronically.  Assist with reporting for School accounting purposes.
  • Manage creation and distribution of pledge reminders.
  • Retrieve documentation on demand for review by the Chief Advancement Officer, as well as the School’s annual audit.
  • Be on hand to perform job functions in the days preceding and following two critical times of the year: Jan 1st and June 30th.
  • Check the biographical data for each constituent who makes a gift to the School.  This includes making address, job, and other data changes in the database.
  • Assist with database cleanup projects.
  • Assist other members of the office with general tasks during busy periods (ex. June Reunion).
  • Additional duties and responsibilities as needed and assigned.

SKILLS AND EXPERIENCE REQUIRED:

  • Proficiency in Development gift recording and business accounting practices.
  • Analytical and organizational skills.
  • Strong attention to detail and precision.
  • Positive attitude and professional demeanor:  friendly, diplomatic, adept at customer service.
  • Strong computer skills, including word processing, spreadsheets, and the ability to learn the Alumni and Development Office computer applications.  Knowledge of Raiser's Edge and/or Crystal Reports is preferred.
  • Ability to work during periods of time that are important to financial reporting (calendar year end and fiscal year end).

PHYSICAL CONDITIONS:

  • Office environment.
  • Occasional bending, reaching, stooping.
  • Repetitive motion (use of computer keyboard).
  • Periodic need to carry boxes (up to 50 lbs.), move tables and chairs, hang signs, and other similar tasks for events.
  • At events, periodically, a significant amount of time standing/walking.