Gift Administration Analyst

CANDIDATES ELIGIBLE TO APPLY: This recruitment is available to current on‑campus employees only. CLASSIFICATION TITLE: Administrative Analyst/Specialist‑Non‑Exempt

UNION CODE: R09

FT/PT: Full‑time PAY PLAN: 12‑month WORKPLACE TYPE: On‑site (work in‑person at business location) ANTICIPATED HIRING RANGE: Step 1 $4,799 – Step 4 $5,093. Offer amount commensurate with experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $4,799 – $6,992

PAY BASIS: Monthly BENEFITS: CSUB offers a best‑in‑class benefit package for eligible employees, including medical, dental, vision, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 15 paid holidays per year, and more. See our benefits website for additional information.

POSITION PURPOSE

Under the general supervision of the Director of Budgeting and Accounting for University Advancement, Office of the President, and Business Partners, the Gift Administration Analyst provides specialized administrative, technical, and analytical support for the day‑to‑day administration of University Advancement and CSUB Foundation’s gift program and financial reporting functions. The position analyzes and interprets gift and donor information to support accurate recording, reconciliation, reporting, and data integrity, while assisting with established internal controls and compliance requirements. The incumbent applies policies and procedures related to gift acceptance and processing, including those established by CASE, the Chancellor’s Office, IRS, and University guidelines, and assists in resolving related issues and inquiries. The position exercises judgment to support workflow consistency and operational effectiveness by identifying discrepancies, assisting with data quality review efforts, and supporting process and reporting improvements within established guidelines. The incumbent collaborates with cross‑functional partners, including the Data Analyst/Prospect Lead and accounting staff, to support audit, compliance, reporting, and reconciliation activities across multiple systems. This position serves as a liaison and resource to internal and external stakeholders, including donors, deans, faculty, staff, and auditors, and may provide lead direction to student assistants. Assignments require handling of multiple work priorities and accountability for own work results.

DUTIES & RESPONSIBILITIES

Gift Administration Operations & Workflow Support Coordinate and support the day‑to‑day administration of gift processing operations, ensuring alignment with University and Foundation operational objectives, compliance requirements, and established procedures. Monitor gift processing workflows to identify recurring issues or inefficiencies and support process improvements, including assisting with system updates, automation efforts, and documentation of procedures to enhance accuracy, consistency, and operational efficiency. Analyze donor, gift, and financial data across multiple systems (PeopleSoft, Blackbaud/Raiser’s Edge, Gravyty, Almabase, and other third‑party platforms) to identify discrepancies, process gaps, or data inconsistencies, and coordinate with appropriate functional areas to support corrective actions. Assist in the development, documentation, implementation, and maintenance of procedures related to gift acceptance, processing, reconciliation, and records retention to improve consistency and internal controls. Collaborate with stakeholders to support data integrity across fundraising and financial systems by identifying data inconsistencies or process gaps, troubleshooting routine system or interface issues, and coordinating resolution efforts. Maintain and update the chart of gift accounts and Delegation of Authority module by reviewing gift agreements and supporting documentation to accurately interpret donor intent. Prepare and process chartfield request forms and trust agreements for newly established funds to support alignment with financial structures, reporting requirements, and University policies. Provide guidance and responsive customer service to internal and external stakeholders, including donors and donor representatives, by applying and explaining established policies and procedures, responding to inquiries and assisting with appropriate gift handling. Compile, analyze, validate, and reconcile donor and financial data to support internal and external reporting requirements, ensuring accuracy, completeness, and compliance with reporting standards. Gift Processing, Compliance & Donor Support Process, document, update, and record gifts and pledges received by the Foundation on behalf of the University, including additions, updates, cancellations, and adjustments, while maintaining confidentiality and documentation integrity. Review gift agreements and supporting documentation to ensure accurate designation, recording, and compliance with Foundation, University, CASE, IRS, CSU, and Chancellor’s Office policies and procedures. Evaluate a range of gift types, including planned gifts, stock gifts, estate gifts, matching gifts, and qualified charitable distributions, ensuring accurate processing and compliance with applicable requirements. Monitor, process, and verify payroll deductions, recurring gifts, and pledge activity. Identify discrepancies and assist with corrective actions as needed. Establish, process, monitor, and post gifts received through various payment methods in accordance with Payment Card Industry (PCI) and cash handling policies and procedures, identifying control gaps and assisting with enhancements to mitigate risk. Prepare and process gift acknowledgments, tax receipts, pledge reminders, invoices, cancellations, and related donor correspondence. Maintain and update biographic and demographic data associated with donor, gift, and fund records within the fundraising database to ensure accuracy, completeness, and compliance with established standards and reporting requirements. Reporting, Reconciliation & Financial Analysis Support Prepare, balance, and verify philanthropic gift batches by reconciling transactions, identifying variances, researching discrepancies, and coordinating corrective actions to support financial accuracy and integrity. Generate and review financial and operational reports using PeopleSoft CFS, Raiser’s Edge, and other software to support reporting and reconciliation activities. Identify variances and assist in explaining fluctuations. Analyze outstanding and uncashed checks to support compliance with state unclaimed property (escheatment) requirements. Coordinate required follow‑up and documentation. Assist with preparing and reviewing journal entries and supporting documentation to ensure accuracy, completeness, and compliance with established accounting standards and procedures. Support audit, tax, and financial reporting processes by preparing schedules, reviewing documentation, and identifying discrepancies requiring follow‑up. Administrative & Operational Support Maintain, upload, audit, and manage records, logs, and documentation within record retention systems (Box, OnBase) in accordance with Chancellor’s Office and CSUB records retention requirements. Provide backup support to the Business Partner Administrative Analyst, as needed, by assisting with financial and administrative tasks in accordance with established procedures. Perform routine administrative support duties, including filing, scanning, copying, submitting work orders, completing various forms, and performing other routine office tasks to support day‑to‑day operations of the accounting and reporting department.

REQUIRED QUALIFICATIONS

EDUCATION & EXPERIENCE – Bachelor’s degree and/or equivalent training and two (2) years of recent administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Regular and reliable attendance is required. Working knowledge of University Advancement programs, practices, and methods with knowledge regarding public administration of such systems. Basic knowledge of and ability to apply fundamental concepts. Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty. Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Ability to organize and plan work and projects including handling multiple priorities. Ability to make independent decisions and exercise sound judgment. Ability to compile, write, and present reports related to program or administrative specialty. Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit. Ability to apply independent judgement, discretion, and initiative to address problems, participate in developing practical, thorough, and at times creative solutions. Ability to respond to routine inquiries and explain standard policies and procedures to others. Thorough knowledge of office and accounting methods, procedures and practices. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism. Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems. Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds. Excellent communication skills; ability to effectively communicate information in a clear and understandable manner. Thorough knowledge of English grammar, spelling, and punctuation. Ability to interpret, communicate and apply policies and procedures. Ability to maintain a high degree of confidentiality. Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time‑sensitive deadlines. Excellent computer skills and competence with a variety of computer applications including word‑processing, spreadsheets, databases, online systems, Internet as well as online calendaring and email. Working knowledge of or ability to quickly learn University infrastructure. Must be willing to travel and attend training programs off‑site for occasional professional development. Must be able to work overtime, occasional holidays and adjust working hours to meet special jobs. May be called back periodically to perform work on an emergency basis.

PREFERRED QUALIFICATIONS

Experience working with Raiser’s Edge donor database system, PeopleSoft Finance, and Data Warehouse. Demonstrated skills in an institutional/educational environment possessing a customer‑oriented and service‑centered attitude.

PHYSICAL DEMANDS

SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS

N/A

SCREENING

Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

BACKGROUND CHECK

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect ongoing employment.

EDUCATION CODE 89521 REQUIREMENTS

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

SENSITIVE POSITION

Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

GENERAL INFORMATION

It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non‑citizens. These individuals are required to sign the Declaration of Permission to Work. The California State University (“CSU”), including California State University, Bakersfield is committed to an inclusive and equitable community that values diversity and fosters mutual respect. All students and employees have the right to participate fully in CSU programs, activities, admission, and employment free from discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking and retaliation. The CSU Nondiscrimination Policy prohibits discrimination and harassment based on any protected status, sexual harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, prohibited consensual relationships, and retaliation. Campus contact for our Nondiscrimination policy is Allan Williams, Associate Vice President of Civil Rights & Compliance, View phone number on click.appcast.io. #J-18808-Ljbffr California State University, Bakersfield