POSITION: General Services Associate
6 mo. Fixed Term
This position is in the Development Operations and Services department of the Office of Development (OOD), the University’s fundraising arm. This unit will process gifts under $100,000 that come in through the mail or electronically and all biographic updates that are received in the mail. The position is responsible for posting gifts and updating biographic information into an image system using PostGRADS/CARD, the University’s alumni and donor information database system. The Development Services office receives many gifts and biographic information sent to the University. The office handles over 150,000 gift transactions yearly with an average annual total of more than $800 million.
The General Services unit within Development Services processes all gifts under $100,000, all biographic updates not received electronically, and scanning/indexing of all new Image documents and back scanning of existing paper files. The gifts processed include annual funds, memorials, athletics, projects, committees, generals, estates and affiliate payments.
Be the knowledge expert of the PostGRADS/CARD database. Be able to process all types of gifts, update all biographic information and utilize all aspects of the image system. Learn how to use all resources, including PostGRADS Reporting, ad hoc reporting, and ReportMart3 to research problems and questions.
Process and enter all gifts and other transactions accurately and in a timely manner. This includes coordinating any necessary gift transmittals or donor documents to ensure the accuracy of gift information.
Assist with others’ categories at all times, especially during periods of illness, leave or vacation.
Maintain the biographic information in Stanford’s database of record for alumni and friends.
Answer requests for gift, pledge and biographic updates from fundraisers, donors, and departments, effectively using all available resources to respond to these requests.
Call fundraisers, departments and donors for more information about their gift and biographic updates. Work with departments (academic, OSR, Controller’s Office, Internal Audit) to determine whether an amount is a gift.
Maintain accuracy of procedural documentation for the department.
Integrity and the ability to work with highly confidential material is a must; general understanding of accounting principles is also required.
Superlative interpersonal and negotiation skills are necessary. Discretion and the ability to provide feedback to colleagues and managers on staff are essential.
Dependable, reliable and capable of working as a team with the Development Services staff to ensure that gifts and biographic information is processed quickly and accurately.
Knowledge of Windows, Microsoft Office applications and Outlook skills are highly desirable.
Accurate typing at 50-65 wpm and accurate/rapid use of a ten-key adding machine, legible handwriting, and excellent communication skills in person, via email, and on the telephone are necessary. Required: word processing and/or data entry/retrieval experience. Knowledge or experience with Stanford accounting & information systems is helpful.
Ability and willingness to learn new skills and systems and to help develop and adjust to new work procedures are a must. Flexibility is an integral part of the job requirement.
Advanced level of demonstrated proficiency in the following areas:
Policies and Procedures: Understanding of fundraising and development and the link between gift processing, fundraising and his/her daily tasks is necessary. Able to apply Development Services procedures and university policies to gift processing and biographic updates.
Commitment to Task: Able to start and persist with specific courses of action while exhibiting high motivation and a sense of urgency; willing and available to commit to work extended hours in order to reach goals. Able to deal intelligently and sensitively with the public by phone, fax or email and to work cooperatively with the OOD and other University staff.
Interaction: Demonstrate a high degree of professionalism in their work and ability to interact successfully with a wide variety of internal and external customers. Demonstrate customer service expertise and orientation. Excellent follow-through, tact, integrity and the ability to handle confidential information are a must.
Versatility: Extraordinary attention to detail, ability to work with minimal supervision and as a full member of the team; flexibility in changing tasks and priorities; ability to handle pressure, a high volume workload, frequent interruptions and strict deadlines with minimal absences.
Decision Making and Problem Solving: Demonstrate initiative and independent decision-making in areas such as identification of problem areas or situations; development, implementation, and completion of any necessary solutions; creation or revision of procedures as needed; professional advice and response to internal and external inquiries.
Special Requirement: Must be able and willing to work overtime, including Saturdays (up to 15-20 hours per week) at any time, especially November through January and May through August.
Background Check – Given the sensitive nature of the job, the applicant will be required to consent to a background check that may include a Criminal Investigation, an Employment History Investigation, and “Consumer Credit” report.