Fund Management Coordinator

Foundation Scholarship Program Coordinator

This position will manage all aspects of the Foundation Scholarship Program and Annual Endowment Reporting to donors. The Fund Management Coordinator will work closely with the Director of Foundation Financial Operations to oversee the management and auditing of all new and existing Foundation funds and planned gifts, including endowments, expendables, and annual scholarships. Duties will include collaborating with the development staff and campus partners regarding new fund agreements, managing the Docu-sign program, preparing expense reports for the development team, creating new funds in multiple systems, and providing support of projects facilitated by University Advancement. This position will collaborate with Alumni Foundation senior staff who facilitate Alumni Foundation Board Committees in the areas managed by this position and relevant to each committee.

Examples of Duties

Foundation Scholarship Program management responsibilities to include:

• Serve as the administrator of UCM Scholarship Finder (our current program) and manage all Foundation scholarship awarding to eligible students, including the annual program shut-down and clean-up processes.
• Develop, implement, and disseminate critical information to scholarship committees about deadlines, policies and procedures associated with scholarship distribution.
• Serve as a liaison with Student Financial Services and scholarship committees to ensure criteria for scholarships are being met as set-out in donor agreements.
• Monitor funds and fund agreements to ensure that scholarships are awarded using the criteria given by donor.
• Coordinates the scholarship notification and donor thank you process by oversight of receipt and review and the thank you letters from students, notifying Student Financial Services of the receipt so funds may be disbursed, and distributing thank you letters to donors.
• Serve as the liaison to the campus community and other volunteers on scholarship distribution processes and the importance of adhering to donor agreements in the selection process.
• Annually assemble and manage the Ad Hoc scholarship committee.
• Manage all aspects of preparation and dissemination of the Endowment Report for all donors distributed annually.
• Ensure reporting is timely, consistent, and accurate while demonstrating use, impact and financial management of gifts.
• Assist in the creation and distribution of the Annual Report
• Ensures donor confidentiality as well as the confidentiality of the projects undertaken by University Advancement.
• Work with Donor Relations Coordinator, as needed, to provide names of scholarship recipients for donor relation and publicity purposes.
• Provide exceptional customer service with both internal and external audiences focusing on creating a donor-centered culture.
• Facilitates good donor relations by representing University Advancement and Alumni Foundation at functions and meetings as assigned and working with donors and potential donors, alumni, students, friends, and various constituencies of the University to strengthen their ties to UCM.

Fund Management and Development responsibilities to include:

• Serve as the primary contact for Development staff with relation to writing new fund agreements and statement of intent forms.
• Serve as the administrator of and manage the Docu-Sign program to coordinate signatures, to include but not limited to, new and amended fund agreements, Opportunity Grants, Advancement/Alumni Foundation contracts and other documents as requested by senior staff members.
• Collaborate with Advancement staff, campus partners, and/or donors to prepare all paperwork for establishment of new Foundation funds.
• Create new funds in the enterprise relationship software systems and assist the Director of Foundation Financial Operations in all aspects of creating new funds and related files (both electronic and hard chart files).
• Periodically audit and manage the named scholarship files to ensure compliance that the donor intent is still applicable to the program and/or purpose. Audits will include review for compliance with UCM Board of Governors policies, Alumni Foundation policies, and all related federal and state laws.
• Answer questions from internal and external constituents regarding specific foundation funds restrictions to ensure appropriate spending per donor intent.
• Assist the Director of Foundation Financial Operations with the management of the Planned Giving files (both electronic and hard chart files.)
• Process travel expenses and University credit card transactions for director of foundation financial operations, and directors of development using UCM's accounting software application and following the travel rules and approval processes of the university.
• Complete daily electronic bank deposit process for all gifts received.

Secondary responsibilities to include:

• Understand and utilize the enterprise relationship software systems for effective and efficient constituent management.
• Commissioned Missouri Notary Public (application fee and training will be at the expense of the Alumni Foundation).
• Work on special projects and complete other duties as assigned by Director of Foundation Financial Operations.
• Assist with receptionist responsibilities for the Office of University Advancement and Alumni Foundation as assigned.

Typical Qualifications

Education:

• Associate's degree (Specify field(s) of study below)
• Associate's degree in Accounting, Management, Business/Office Administration or related field required.
• Bachelor's degree in Accounting, Management, Business/Office Administration or related field preferred.
• Education may be substituted for experience or experience may be substituted for education based on the following equivalencies: AA or 60 credit hours = 2 years; BA/BS or 120 credit hours = 4 years; MA/MS = 6 years; PhD = 8 years.

Experience:

• One (1) year of not-for-profit organization experience required.

Benefits

Our faculty and staff are the university's most valuable asset, and our goal is to provide a robust Total Rewards Program designed to help them maintain a happy, healthy, and productive lifestyle. Highlights from UCM's total rewards package for full-time employees include:

• 32% (staff) and 6% (faculty) defined retirement contribution, paid by the university;
• Voluntary Tax-Sheltered Annuity (TSA) programs (403(b) and 457(b)) that allow eligible employees to make additional pre-tax contributions to a retirement plan;
• Employees can earn up to full tuition (15 credit hours) for themselves per academic year. Full-time employees are also eligible for up to $175 towards non-credit courses each fiscal year. Employees can earn up to full tuition for their dependents;
• Comprehensive medical, dental, and vision plans that begin on the first of the month following your date of hire. Basic dental and vision insurance paid at 100% by the university;
• Available Health and Dependent Flexible Spending Accounts;
• University-paid basic life insurance (including accidental death and dismemberment) and short-term and long-term disability insurance coverage;
• Generous leave accruals that begin accruing on your start date, plus 14 paid holidays per year.
• The UCM Childcare Center on the Warrensburg campus can provide faculty, staff, and students quality care for their children ages six weeks to 10 years.
• The Student Recreation and Wellness Center (SRWC) is free for all employees and is located on the Warrensburg campus.
• An Employee Assistance Program is available to all employees and their immediate family members to help assist with personal challenges you may face in your daily life;
• UCM offers an Employee Discount Program through Working Advantage.