Employment Status: Full-time, Probationary "Non-Exempt" position, with the possibility of converting to permanent.
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. (Some tasks may require after hours or weekend scheduling.)
First Review Deadline: This position will remain open until filled. Applications will be reviewed beginning April 26, 2019.
Under general supervision of the Associate Vice President (AVP) for Development, the incumbent will perform tasks involving the use of judgment and discretion. The incumbent will be responsible for the following tasks:
Administrative & Analytical:
Provides high-level and administrative analytical support by conducting research, handling information requests, preparing financial and statistical reports on behalf of the Associate Vice President for Development. Serves as primary coordinator of associate vice president's calendar; schedule and coordinate meetings with various campus staff, arrange conference calls, and schedule alumni, donor/prospect/corporate constituent meetings. Performs clerical functions such as composing correspondence; organizing and maintaining the office filing system, screening calls with professionalism and diplomacy; coordinate travel arrangements as well as assist with changes during travel, and process expense reports. Serves as the lead absence management coordinator for all Development employees and student assistants. Coordinate and assists Development Office recruitments via NEOGOV as necessary. Updates and maintains websites for the Development Office.
Communicates well with all levels of internal management and staff regarding strategic plans for Development and fundraising initiatives; gift reporting procedures and IRS regulations. Maintains extensive interaction with external constituents (alumni, high-level donors, community volunteers, corporate executives), which requires extensive knowledge of protocol issues as they relate to internal and external stakeholders. Maintains a healthy, fair, and inclusive work environment by promoting diversity and exercising teamwork and collaboration when working with diverse groups, donors, volunteer groups, and coworkers.
Performs research, compiles, and analyzes information/data regarding a variety of administrative management, fiscal and organizational issues relating to Development. Compiles information and documentation in preparation for producing reports and/or draft reports for the AVP; identifies issues and determines analytical standards in consultation with AVP for best possible outcomes.
Prepares or assists in the submission of a variety of management reports – private/corporation foundation reports, Chancellor's Office, CASE reports. Compiles and evaluates information in preparation for writing report; presents background information and description of analytical standards to AVP, outlines findings and recommendations and prepares logical supporting documentation. Exercises good judgment and takes initiative as needed. Possesses excellent organizational and time management skills.
Edits and proofreads development plans, donor correspondence, gift agreements, executive summaries, and strategic plans. Plans, develops and coordinates multiple projects simultaneously.
Develops, implements and provides support for special projects (both on and off campus) as needed. Special projects include coordinating events, serving as liaison in conjunction with the Development Office and providing support for other development initiatives.
Develops and maintains spreadsheets for tracking of payroll expenses, including providing reports of actual expenses versus projected expenses. Reconciles accounts by using PeopleSoft Financial System; maintains communication with Division Budget Analyst on a monthly basis to monitor development budget; reconciles and monitors funding allocations and financial transactions, apprising the Associate Vice President and Development Directors of balances and any unusual patterns.
Interprets and applies State and Foundation accounting procedures and policies to ensure compliance with travel and disbursement guidelines.
Oversees and coordinates fundraising and development communication efforts for the Development Office. Develops timelines for various projects on an ongoing basis to ensure program and project completion.
Runs and analyzes reports from donor database to determine donor history and reports of financial giving.
Oversees projects assigned to student assistants, volunteers and/or interns by ensuring effective and timely deliverables. Oversees student assistant positions for daily office duties - recording and tracking of reimbursements; processes mileage/travel claims, hospitality reimbursements.
Performs research, compiles and analyzes information/data regarding a variety of administrative issues relating to Development Office; compiles information and documentation in preparation for producing reports and/or draft reports for the AVP; identifies issues and consults with the Director of Development for best possible outcomes for the College. Creates monthly fundraising reports and other database reports as needed. Updates and ensures accurate database records are maintained.
Coordinates and executes development events and meeting in collaboration with on/off campus entities. Requests mailing lists, reviews for accuracy, coordinates invitations, RSVPs, and on-site support processes. Maintains guest lists, gathers and prepares registration materials and other duties assigned for fundraising and other development related events. Assembles mediate donor kits for events and meetings.
Oversees thank you letter stewardship for gifts of $1,000+. Draft and prepare thank you letters on behalf of the AVP to donors. Research and analyze donor history to ensure language in the thank you letter best reflects relationship between the donor and the university. Ensure thank-you letters are sent within 72 hours of gift receipt. May coordinate flow of information on gifts of $5,000 or more to the President's Office.
Works closely with Advancement Services on data requests for the College; analyzes data for complete accuracy ensuring communications are not duplicated or have errors.
Prepares gift processing transmittal forms, gift account reports, and financials, assists in brief research and pipeline development by conducting data entry in Advance including contact reports, developing and maintaining spreadsheets. Submits research requests on prospective corporate, foundation and individual donors. Interfaces with donors to support Director of Development with follow-up tasks including meetings, visit, providing documentation needed. Support Director of Development by fielding donor calls and requests.
Other duties as assigned.
Education & Experience:
A Bachelor's Degree or equivalent in a closely related field AND a minimum of three (3) years work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs in an Institute of Higher Education.
Knowledge, Skills & Abilities:
Excellent diplomatic skills to work cooperatively with a diverse group of people.
Strong oral and written communication skills along with excellent organizational skills.
A working knowledge of policies, procedures and regulations associated with security administration.
The ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature is required along with the ability to work cooperatively with a diverse group of people.
Possess the expertise in investigating and analyzing problems with a broad administrative impact.
Proficient in utilizing MS Office, HCM PeopleSoft and/or other related software and data base applications.
Possess the ability to take initiative and independently plan, organize, coordinate, and perform work in various situations.
Possess the ability to understand problems from a broad interactive perspective and discern applicable underlying principles to conceive and develop strategic solutions.
Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
Familiar with Information Security frameworks such as NIST and ISO 27001.
Familiar with the roles concept in the granting of end user access.
Knowledge of CSU and CSUSB information security policies and standards and experience working with the interpretation of these policies and standards is preferred, but not required.
Understanding of information security controls and audit principles.
Basic knowledge on business continuity.
Experience in information security awareness activities.
The ability to independently handle multiple projects and being able to manage priorities and projects is required.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.