Philanthropic Associate (Administrative Support Coordinator II), University Advancement
California State University, San Bernardino
Location: San Bernardino, California
Internal Number: 3828875
Philanthropic Associate (Administrative Support Coordinator II), University Advancement California State University, San Bernardino
Job No: 506469 Work type: Staff Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Fundraising & Alumni Relations, Full TimeJob Summary:
The philanthropic giving coordinator provides essential administrative support for the fundraising and advancement efforts of the College of Natural Sciences, the College of Social and Behavioral Sciences, and Student Affairs.
Responsibilities include, but are not limited to:
Under direct supervision of a director of philanthropy, provide day-to-day clerical and administrative support for the directors of philanthropy in the College of Natural Sciences, the College of Social and Behavioral Sciences, and Student Affairs. Direct lead supervisor will be assigned.
Provide moderate to complex administrative and clerical support for assigned directors. Develop and track timelines for various projects to see projects/tasks to completion.
Oversee administrative functions in support of assigned directors to include but not limited to preparing materials for presentations and mailings, calendaring meetings, and confirming schedules, answering phones, maintaining databases and ordering supplies. Maintain confidential electronic and physical donor files.
Prepare directors for upcoming meetings as needed. Run reports from university advancement databases and software to determine donor history and reports of financial giving.
Record, process, and track reimbursements. Process mileage/travel claims, hospitality reimbursements, etc.
Develop and maintain spreadsheets for tracking of expenses, maintain communication with executive assistant to the AVP to support budget tracking, travel arrangements and expenses, purchasing, events, meetings and related hospitality.
Report office operations and budgetary matters to the Office of Philanthropic Giving and directors as necessary.
Compile information/data regarding a variety of administrative issues relating to advancement. Compile information and documentation in preparation for producing reports and/or draft reports to support development efforts.
Process donations and prepare acknowledgement letters and other correspondence for the dean and/or director review and signature. Research donor history to ensure language in letters best reflects the relationship between the donor and the college or unit.
Prepare gift processing transmittal forms, gift account reports, and financials. Conduct data entry in Advance including contact reports and developing and maintaining spreadsheets. Submit research requests on prospective corporate, foundation and individual donors.
Coordinate and execute advancement events and meetings in collaboration with on/off campus entities. Duties include event logistics such as generating accurate mailing and invitation lists, and coordinating invitations, RSVPs, and on-site support. Maintain guest lists, gather, and prepare registration materials and other duties as assigned. Assemble collateral materials for events and meetings. Prepare detailed timelines and presidential and leadership briefings. Work closely with advancement services on data requests and event budget and approvals. Staff meetings and events as needed.
Interface with the college or unit scholarship committee to ensure timely awards and stewardship of donor scholarship accounts.
Manage and coordinate director travel preparations by applying state policy guidelines for travel when necessary. Recommend when charges can/cannot be made during travel.
Attend division, department, and college/unit (as determined by directors) meetings and retreats. Participate in campus trainings to stay informed on updated policies and procedures, and approved workshops, webinars and professional development.
Staff and organize internal and external committees for the directors (i.e. advisory boards, councils and advancement boards.)
Handle all administrative details associated with external committee meetings (i.e. prepare and distribute notices, agendas, minutes, etc.)
May provide lead work direction to student workers day to day.
Other duties as assigned.
Minimum Qualifications: Required Education and Experience
High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using standard office software such as MS Office (Word, Excel, and PowerPoint).
Working knowledge of budget policies and procedures and ability to perform business math, such as calculate ratios and percentages, track and analyze financial and/or budgetary data, and make accurate projections requiring some inference.
Ability to effectively handle interpersonal interactions at all levels.
Ability to independently handle multiple work unit priorities and projects; ability to use negotiation and persuasion skills to achieve results and expedite projects.
Active problem-solving skills are required along with effective and sensitive interpersonal skills.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
Ability to work professionally, collaboratively, and collegially with a diverse group of people, clients, students, and co-workers.
Bachelor's Degree is preferred.
Experience working in higher education is preferred.
Compensation and Benefits:
Anticipated Hiring Range: $4,000 - 4,583 per month
Classification Salary Range: $3,681 - $6,034 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Work status: Full-time/Non-Exempt/Probationary
Schedule: Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
This position is a 'designated position' in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
The application deadline is Monday, January 3, 2023.
Conditions of Employment
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 it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Driver's License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
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.
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. 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) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected]
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act
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.