Gift Administration and Funds Coordinator, Advancement and Community Engagement

• Office of the Vice President (Advancement and Community Engagement)

• Full-time (100%), permanent professional position

• Base salary will be in the range $89,861.38 - $96,402.32 + 17% Superannuation (HEW Level 6)

• Based at our vibrant St Lucia Campus

About This Opportunity 

Advancement and Community Engagement is responsible for coordinating University-wide fundraising activity and subsequently oversees the receipting, recording, depositing and acknowledgement of philanthropic gifts to the University. As part of this, accurate management of philanthropic fund information in the CRM (customer relationship management database) is required to provide streamlined donor and internal reporting, as well as meaningful donor stewardship and engagement.

Within the Advancement Services portfolio is the Gift Administration team responsible for all aspects of charitable gift management throughout the gift life cycle; from gift acceptance to monitoring gift use in accordance with donor intent.  Under the direction of the Manager, Gifts and Funds, the Gift Administration and Funds Coordinator is responsible for the timely dissemination and continuous monitoring of philanthropic funds within UQ.

In this position, 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. Additionally, you will be responsible for the production and/or coordination of gift and philanthropic fund data and summaries for donor reporting and enquiries. 

You will employ autonomous authority and a curiosity driven approach to analyse philanthropic fund situations, implement solutions, or escalate fund transactions and donor inquiries, when necessary. You will also work closely with the Senior Funds Coordinator and Manager, Gifts and Funds 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: 

• Drive effective use of gifts and philanthropic funds by continuously monitoring their readiness status within the CRM, and work with the relevant administrative units on the seamless handover of these funds, including supporting information to facilitate the transparent use of funds in accordance with donor intent

• Daily management of the donation holding account to ensure timely distribution of philanthropic funds to administering units within UQ and when appropriate with UQ associated/affiliated organisations or controlled entities including preparing supporting documentation and information as required.

• Prepare and conduct the regular monthly uplift of specialised funds (endowments, research and bequest) ensuring data sets used reconcile, and in the case of a difference conduct thorough investigation and solution ensuring supporting documentation is provided to the Senior Funds Coordinator, Gift Administration. Reconcile philanthropic fund transactions and information within the CRM and ledger including tracking process and performance trends to inform continual process improvement measures

• Work closely with Donor Relations, Relationship Managers, and when required Finance and Business Services, to coordinate the development and dissemination of donor communications related to donor reporting and ad hoc financial enquiries.

• Working with the Gift Operations team, act as a central point of contact to proactively identify gifts and philanthropic funds which require follow up and actions, in doing so interpret and analyse existing policy, procedure and processes, and industry best practice to deliver a solution which aligns with donor intent and meets the needs of key business partners.

• Work closely with the Senior Funds Coordinator, Gift Administration to contribute to the establishment of a robust framework for the implementation of gifts to the University, including the development and refinement of processes, templates, policies and procedures that support effective donor stewardship.

• Build relationships and networks and communicate effectively across the University to advocate for and facilitate effective management of philanthropic funds with a focus of ensuring an elevated awareness of transparency as to the use of donor funds. 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.

• Support the gift operations team through the analysis, processing and administration of gifts and pledges from various giving channels.

• Respond to enquiries related to gift acceptance to ensure that provisions are structurally sound and meet all donor and university requirements for the administration of donor intent in accordance with relevant policies, national and international regulations, and CASE guidelines.

• Support Manager, Gifts and Funds  to implement projects to improve processes, innovate and deliver new initiatives within the Advancement and Community Engagement and the broader UQ community.

About Advancement and Community Engagement

Throughout its history, The University of Queensland has benefited from the support of its alumni and community through engagement, volunteering and gifts. We are committed to positioning UQ as a worthy destination for philanthropy, ensuring future generations have access to educational opportunity and that we continue to deliver world leading research and innovation.

Equally, our focus is on building strong relationships with more than 340,000 alumni worldwide, as Change Makers. Together we create opportunities to share knowledge, skills, ideas and provide mentoring and peer coaching opportunities, that provide lifelong beneficial partnerships.

To learn more about philanthropy at UQ visit https://giving.uq.edu.au

To learn more about Advancement’s alumni engagement activities, visit https://alumni.uq.edu.au/. 

About UQ

As part of the UQ community, you will 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 will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Access to flexible working arrangements

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

• UQ Study for Staff

• On campus childcare options

• Affordable parking (from just $5.75 a day)

• Salary packaging options

About You  

• Qualifications and training equivalent to an undergraduate degree in finance or accounting, with at least 4 years’ relevant experience; or an or an equivalent combination of relevant experience and/or education/training.

• Exceptional attention to detail with proven ability in using policies, procedures, guidelines and/or industry standards to conduct data entry and reconciliation tasks

• Thinking creatively to solve data and workflow issues to deliver maximum efficiency

• 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.

• Experience with technology tools available to Advancement including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access. Advanced knowledge of Excel required.

Desirable:

• Sound knowledge of the gift lifecycle, processing, data quality and industry standards that meet donor-centric expectations and the financial requirements of the institution.

• 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.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia, criminal check, education check etc. 

Work Rights: 

You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.

Questions? 

For more information about this opportunity, please contact Ms Helen Tauro – [email protected]

For application queries, please contact [email protected] stating the job reference number (below) in the subject line. 
 

Want to Apply? 

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

• Cover letter summarising how your background aligns to the ‘About You’ section  

• Resume 

Other Information 

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to [email protected] for accessibility support or adjustments.

Applications close 2 December 2024 at 11.00pm AEST (R-45374).

Please note applications will be reviewed as received. Interviews have been tentatively scheduled for week ending 6 December 2024 however candidates may be contacted prior to the job closing date. We encourage candidates to apply as soon as possible. The University of Queensland reserves the right to close this application process early.