Casual Gift Administration Officer

• Office of the Vice President (Advancement and Community Engagement)
• Casual role to support philanthropic gift processing & administration at UQ
• Be part of an organisation with a meaningful purpose and impact
• Based at our vibrant St Lucia Campus

As part of the UQ community, you'll have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you'll have the opportunity to contribute to activities that have a lasting impact on our community.

Under the direction of the Senior Funds Coordinator, you will support the processing and administration of gifts and pledges from various giving channels, including the timely dissemination and continuous monitoring of philanthropic funds within UQ.

You will be responsible for ensuring accuracy and integrity of philanthropic fund data by evaluating donor, gift and fund information received and appropriately creating, maintaining, and enriching relevant university key databases and records.

You will employ autonomous authority and a curiosity driven approach to support philanthropic fund situations, recommend solutions, or escalate fund and gift transactions and donor inquiries, when necessary. In doing so you are expected to work closely with the Senior Funds Coordinator and Senior Operations Coordinator, and act as a point of contact and liaison to Donor Relations, Finance and Business Services, Research and Innovation and other key business partners regarding philanthropic fund operation matters.

Key responsibilities will include:
Gift and Funds Operations:

• Process, and provide data integrity analysis for philanthropic fund contributions, ensuring continual review and accuracy of gift and fund transactions within the CRM and ledger. Perform required corrective action.
• Daily management of the holding account to ensure timely distribution of philanthropic funds to administering units within UQ and it's associated/affiliated organisations or controlled entities including, preparing supporting documentation and information as required.
• Daily preparation of gift paperwork to process high touch/high-volume donor commitments (pledges and recurring gifts) and gifts from standard and specialised fundraising platforms and channels of giving into the CRM.
• Continually review, update and maintain pledges and recurring gifts within the CRM by ensuring the timely distribution of pledge payment reminders to donors and/or their Relationship Managers and any respective adjustments resulting in a request from a donor and/or their Relationship Manager.
• Develop and distribute donor communications related to donor receipts, acknowledgements, payments and reporting.
• Investigate and assist with daily donor questions, issues, and concerns and provide timely resolutions via email and phone communications. In doing so, interpret and analyse existing policies, procedures, and processes, as well as industry best practices.

Team operations:

• Support the Gift Administration Senior Manager by encouraging and promoting internally and with key business partners a collaborative, solutions focused, outcome driven team that positions itself as experts in the gift lifecycle journey.
• Engage in cross-collaborative partnerships and special projects to ensure continuous improvement within Advancement Services portfolio is aligned with gift acceptance and implementation priorities.
• Support the Senior Funds and Operations Coordinators to implement projects to improve processes, innovate and deliver new initiatives within the Advancement and Community Engagement and the broader UQ community.
• Support the continuous review and maintenance of procedural document library and proactively assess processes for gaps.
• Support the implementation of changes and communication initiatives to complement project delivery, to move Advancement Services from current state to future state.
• Perform other duties as assigned.

This role is subject to The University's Code of Conduct.

This is a casual position at HEW level 5, with an hourly rate in the range of $51.51 to $56.85, plus superannuation of 11%. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases - at least once a year.

• Qualifications with a focus on philanthropy/fundraising/non-profit and/or data entry, business analytics, customer service, with at least 4 years' relevant experience; and/or an equivalent combination of relevant practical experience and or education/training.
• Knowledge of data processing and quality assurance that meet donor-centric expectations and the financial standards.
• Exceptional attention to detail with ability in using and applying policies, procedures, guidelines and/or industry standards to conduct data entry and enrichment tasks
• Thinking creatively to solve data and workflow issues to deliver maximum efficiency.
• Demonstrated ability to work flexibly, independently, and within a team environment, using initiative, judgement and discretion.
• Demonstrated interpersonal and communication skills, both written and oral, including the ability to liaise effectively with a diverse range of people in a complex organisational environment.
• Demonstrated skill and knowledge of, or ability to learn quickly, the technology tools available to Advancement including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access. Advanced knowledge of Excel preferred.

Desirable

• Experience working within higher education Advancement, or the not-for-profit sector.
• Experience in working with data from alumni and fundraising databases and CRMs such as the Raiser's Edge or Salesforce

In addition, the following mandatory requirements apply:

• Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.

For more information about this opportunity, please contact Nicole Weatherley - ************@uq.edu.au

For application queries, please contact ******@uq.edu.au stating the job reference number (below) in the subject line.

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the 'About You' section
• Resume

At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion. We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity, LGBTQIA+, cultural and/or linguistic, Aboriginal and/or Torres Strait Islander peoples, or people with a disability. Accessibility requirements and/or adjustments can be directed to ******@uq.edu.au.

If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

Applications close Monday 1 April 2024 at 11.00pm AEST (Job Reference Number - R-36871). Please note applications will be reviewed as received. Candidates may be interviewed prior to the job closing date. We encourage candidates to apply as soon as possible.