Executive Assistant and Gift Processing Specialist

Position Summary

Reporting to the Vice
President for Advancement and Alumni Engagement, this position combines high-level executive support with specialized gift processing,
serving as the VP's primary operational partner. The incumbent prepares the VP for meetings and travel, ensures accurate, compliant, and
confidential processing of all gifts and donor records, and supports select program and reporting functions for the Advancement office. This
role handles sensitive information routinely and requires sound judgment, discretion, and strong organizational skills.

Position
Responsibilities

Executive Support

• Serves as a key operational partner to the VP for Advancement and Alumni
  Engagement, advancing workstreams independently while keeping stakeholders informed.
• Prepares for the VP's meetings as advised,
  creating meeting materials and read-ahead briefings on donors and prospects, and suggesting items to address; supports calendar
  prioritization as needed.
• Prepares, reviews, and routes Statements of Gift Intent (SOGIs) and related documentation with development
  staff to ensure gift agreements are complete and accurate.
• Works across internal and external departments to help draft funding
  opportunities and philanthropic priority menus the VP can present to donors, gathering the supporting information needed.
• Plans
  campus visits for prospects, donors, and alumni, and recommends prospects for officers to see in a given location.
• Coordinates
  travel arrangements with internal and external partners, including flights, lodging, transportation, and itineraries.
• Assists with
  departmental budget administration, including processing invoices, reconciling expenses, monitoring budget activity, and preparing or
  maintaining expense reports in accordance with UIU policies.
• Builds and manages event RSVPs, sign-in sheets, and related event
  tracking in Raiser's Edge NXT.
• Maintains proficiency in Raiser's Edge NXT, Microsoft 365, SharePoint, OneDrive, and
  expense-management platforms.

Gift Processing

• Processes gifts and more complex transactions, including
  stock transactions, matching gift transactions, in-kind gifts, payroll deductions, and online gift donations while maintaining PCI
  compliance; reviews documentation, verifies pledges, and confirms gift designations against donor intent.
• Reconciles gift batches
  with Finance, prepares deposit paperwork, and analyzes gifts to determine proper allocation and reporting to the Business
  Office.
• Maintains data quality and coding standards for gifts, campaigns, funds, and appeals; researches and maintains biographical
  and donor records, limiting duplicates.
• Maintains auditable gift and pledge records and pulls documentation for the annual audit;
  keeps gift-processing policies and procedures current.
• Monitors endowment and restricted-fund compliance, ensuring gift use aligns
  with donor-designated fund agreements.
• Generates donor acknowledgment letters and receipts, manages pledge reporting and reminders,
  and processes write-offs as requested.
• Coordinates year-end tax receipt mailings to donors.
• Serves as the primary point of
  contact for gift entry, pledge management, and acknowledgment questions; researches and responds to inquiries received through the alumni
  email account, providing exceptional customer service to internal and external constituents.
• Performs a variety of complex, highly
  confidential gift-processing duties; answers questions from donors, senior-level staff, the Business Office, University auditors, and the
  Office of Advancement.
• Stays current on IRS regulations, GAAP standards, and AFP ethical guidelines related to charitable
  contributions.
• Performs other duties as assigned to support the integrity and efficiency of gift-processing operations.

Program and Operational Support

• Assists with stewardship and outreach processes as requested.
• Maintains
  audit-ready documentation and gathers materials for Board of Trustees reports.
• Tracks vendor contracts and manages state charitable
  and gambling reports, applications, and related advancement compliance filings.
• Identifies opportunities to improve administrative
  processes and enhance efficiency.

Required Qualifications

• Bachelor's degree preferred, or equivalent combination
  of education and experience.
• Prior experience in gift processing, development operations, or executive support strongly preferred;
  working knowledge of Raiser's Edge NXT or a comparable CRM preferred.
• Exceptional organization, discretion, and communication
  skills; able to manage multiple priorities independently in a fast-paced, confidential environment.
• Working knowledge of IRS
  charitable-gift regulations, GAAP, and AFP guidelines, or demonstrated ability to learn them quickly.

Benefits Package Free &
reduced UIU tuition packages for employees, dependents, and spouses, paid vacation and sick leave, paid holidays, retirement, health, life,
and other insurance are available.

Employment is contingent upon successful completion of a background check.