Advancement Office and Operations Specialist

GENERAL SUMMARY:

Collects, processes, maintains and distributes foundation gifts and donor and consumer data to support and guide the Bryan Foundation and Advancement department in executing strategic initiatives.

PRINCIPAL JOB FUNCTIONS:

1. *Reviews, interprets, and enters cash, credit card, payroll, gift batching into Foundation database to ensure timely and accurate donor record updates and deposits.

2. *Supports Bryan College of Health Sciences scholarship program by maintaining fund scholarship records in Foundation database and coordinates scholarship awarding in collaboration with Bryan College of Health Sciences finance team.

3. *Serves as lead coordinator of the employee caring fund committee. Manages applications, communications with the selection committee and distribution of funds.

4. *Supports Foundation and Advancement databases including information entry, list hygiene, listing pulls for publications, events and other requests.

5. *Pulls and combines lists from across health system departments and entities.

6. Creates monthly, quarterly and annual reports from Foundation and Advancement databases.

7. *Maintains records and reporting for general Foundation accounting needs and works in collaboration with management accounting for gift processing, reporting and audit needs.

8. *Supports the director of philanthropy with distribution of system departments and entity funds and generates fund balance reports.

9. Assists with Advancement event needs including guest lists, invitation distribution, mailings, communication with attendees, coordination with event teams and speakers.

10. *Oversees the integrity and accuracy of databases. This includes entering financial and donor data, queries, preparing reports and timely acknowledgements to donors.

11. Creates and updates profiles on foundation prospects and current partners.

12. Produces personalized thank you letters in coordination with the development team.

13. Supports recognition and stewardship processes in coordination with development staff.

14. Records and tracks event attendance and other engagement opportunities.

15. Supports the structure, formatting and messaging of central gift acknowledgements and donor pledge tracking and reminders.

16. *Updates donor honor roll, donor plaques and donor recognition as needed.

17. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

18. Participates in meetings, committees and department projects as assigned.

19. Performs other related projects and duties as assigned.

(Essential Job functions are marked with an asterisk "*". Refer to the Job Description Guide for the definition of essential and non-essential job functions.) Attach Addendum for positions with slightly different roles or work-specific differences as needed.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of computer hardware equipment and software applications relevant to work functions.

2. Knowledge of basic accounting rules and processes.

3. Knowledge of gift and relationship tracking software.

4. Ability to communicate effectively both verbally and in writing.

5. Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.

6. Ability to problem solve and engage independent critical thinking skills.

7. Ability to maintain confidentiality relevant to sensitive information.

8. Ability to prioritize work demands and work with minimal supervision.

9. Ability to maintain regular and punctual attendance.

EDUCATION AND EXPERIENCE:

Bachelor's degree in Accounting, Business, Finance or related field of study required. Minimum of three (3) years office support experience required. Prior accounting experience beneficial. Experience working with Raiser's Edge donor tracking software preferred.

OTHER CREDENTIALS / CERTIFICATIONS:

None

PHYSICAL REQUIREMENTS:

(Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)

(DOT) - Characterized as sedentary work requiring exertion up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.