Gift Fund Administration Associate

The Gift Fund Administration Associate will play a critical role in the Office of Institutional Advancementrsquo;s (OIA) management of philanthropic gift funds. The Associate will oversee tasks related to gift fund management and assist with the development and management of gift fund administration systems, including fund creation, modification, audits and data entry standards, and alignment of fund management strategy with department and Enterprise priorities. The Associate will work closely with colleagues in OIA and Finance to establish and ensure compliance with all gift fund related policies and procedures.

ESSENTIAL FUNCTIONS:

Gift Fund Administration:

middot; Serve as the central point of contact for OIA staff regarding the creation of new funds and fund modifications using the ServiceNow platform

middot; Manage the fund creation process from start to finish including tracking, documentation, approvals, and communication

middot; Assist with the development of effective fund administration policies and procedures, working to align different campus staff to the same procedures and documentation systems

middot; Assist OIA staff in obtaining necessary fund information and insuring compliance against organization gift acceptance policies, in close collaboration with the AVP, Advancement Administration and Director, Gift Administration

middot; Serve as primary OIA point of contact for obtaining fund information, including current fund balances, creation of fund statements, fund purpose, and historical fund documentation

middot; Maintain metrics to track compliance of timely processing for fund creation/modification

middot; Update fund information in advancement CRM as necessary

middot; Assist with training and knowledge sharing across OIA regarding fund management

Compliance:

middot; Coordinate and track fund audits, coordinating with OIA staff, department business partners, and finance staff to review the scope of funds and ensure accurate and constituent information across the organization, specifically to align reporting across the departments

middot; Stay up to date on organizational changes that may impact fund management and review, document and modify funds as necessary

middot; Assist in the development of a review process for fund attributes that impact reporting both internally and externally, and work with information manamangent staff to develop, document and maintain data points necessary for reporting

middot; Periodically review funds for old/inactive information and close funds as required

middot; Maintain fund administration documentation

Core Competencies

middot; Learn and adhere to CASE guidelines and Jefferson best practices for cash management and data privacy and security. Always ensure secure handling of personally identifiable information (PII) when working with donor data.

middot; Demonstrate efficient organization of work, managing multiple tasks against deadlines

middot; Decision Making: make timely decisions under tight deadlines, make good decisions using wisdom, experience and sound judgement

middot; Problem solving: use logical methods to review available resources in order to resolve or escalate an issue. Identify hidden problems

middot; Exhibit strong interpersonal and communication skills in order to communicate professionally with donors and other Jefferson constituents

middot; Be a trusted member of the team by collaboratively working together toward common goals, fostering a team culture that demonstrates Jefferson values

middot; Display initiative, being able to work independently and communicate appropriately about project or task status

middot; Time Management: use time effectively. Concentrate efforts on the most important priorities

middot; Intelligent Learner: Able to handle complex concepts while learning quickly when faced with new problems

middot; Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson

Bachelorrsquo;s degree preferred; high school diploma required.

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CERTIFICATES, LICENSES, AND REGISTRATION:

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EXPERIENCE REQUIREMENTS:

middot; 1-3 years experience working in an office setting, ideally with some experience in tasks related to this specific role

middot; Intermediate proficiency with Microsoft Excel (understand pivot tables, know what a Vlookup is and could learn to use it with practice)

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ADDITIONAL INFORMATION:

middot; Experience using a CRM system or other relational database highly preferred (Raiserrsquo;s Edge, Salesforce, Ellucian, or a similar product)

middot; Client or customer service experience highly preferred

middot; Experience in the fundraising, financial, or data management fields is a plus

middot; Strong oral and written communication skills.

middot; Ability and willingness to learn new concepts quickly and adapt easily to change

middot; Ability to learn and understand key concepts of the fundraising industry, especially as they relate to philanthropic gift funds

middot; Strong interpersonal skills and the ability to build rapport with diverse colleagues and understand different perspectives

middot; Ability to serve internal constituents competently and with a collegial, positive attitude

middot; Ability to work independently and manage tasks and time appropriately, but also work cohesively as a member of a team

middot; This position may be eligible for a remote or hybrid schedule, however the incumbent must reside within a commuting distance of the Center City Philadelphia office and be willing/available to work on-site, including on a regular basis if requested.

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow#39;s professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educashy;tional and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.