Title:

Executive Assistant and Gift Processing Specialist Location:

Fayette, IA Required Documentation Interestedcandidates should submit a cover letter and resume. Submit your documents at the end of the application to be considered. If you need help,please reach out to employment@uiu.edu . Position Summary Reporting to the VicePresident for Advancement and Alumni Engagement, this position combines high-level executive support with specialized gift processing,serving as the VP's primary operational partner. The incumbent prepares the VP for meetings and travel, ensures accurate, compliant, andconfidential processing of all gifts and donor records, and supports select program and reporting functions for the Advancement office. Thisrole handles sensitive information routinely and requires sound judgment, discretion, and strong organizational skills. PositionResponsibilities Executive Support Serves as a key operational partner to the VP for Advancement and AlumniEngagement, advancing workstreams independently while keeping stakeholders informed. Prepares for the VP's meetings as advised,creating meeting materials and read-ahead briefings on donors and prospects, and suggesting items to address; supports calendarprioritization as needed. Prepares, reviews, and routes Statements of Gift Intent (SOGIs) and related documentation with developmentstaff to ensure gift agreements are complete and accurate. Works across internal and external departments to help draft fundingopportunities and philanthropic priority menus the VP can present to donors, gathering the supporting information needed. Planscampus visits for prospects, donors, and alumni, and recommends prospects for officers to see in a given location. Coordinatestravel arrangements with internal and external partners, including flights, lodging, transportation, and itineraries. Assists withdepartmental budget administration, including processing invoices, reconciling expenses, monitoring budget activity, and preparing ormaintaining expense reports in accordance with UIU policies. Builds and manages event RSVPs, sign-in sheets, and related eventtracking in Raiser's Edge NXT. Maintains proficiency in Raiser's Edge NXT, Microsoft 365, SharePoint, OneDrive, andexpense-management platforms. Gift Processing Processes gifts and more complex transactions, includingstock transactions, matching gift transactions, in-kind gifts, payroll deductions, and online gift donations while maintaining PCIcompliance; reviews documentation, verifies pledges, and confirms gift designations against donor intent. Reconciles gift batcheswith Finance, prepares deposit paperwork, and analyzes gifts to determine proper allocation and reporting to the BusinessOffice. Maintains data quality and coding standards for gifts, campaigns, funds, and appeals; researches and maintains biographicaland donor records, limiting duplicates. Maintains auditable gift and pledge records and pulls documentation for the annual audit;keeps gift-processing policies and procedures current. Monitors endowment and restricted-fund compliance, ensuring gift use alignswith donor-designated fund agreements. Generates donor acknowledgment letters and receipts, manages pledge reporting and reminders,and processes write-offs as requested. Coordinates year-end tax receipt mailings to donors. Serves as the primary point ofcontact for gift entry, pledge management, and acknowledgment questions; researches and responds to inquiries received through the alumniemail account, providing exceptional customer service to internal and external constituents. Performs a variety of complex, highlyconfidential gift-processing duties; answers questions from donors, senior-level staff, the Business Office, University auditors, and theOffice of Advancement. Stays current on IRS regulations, GAAP standards, and AFP ethical guidelines related to charitablecontributions. Performs other duties as assigned to support the integrity and efficiency of gift-processing operations. Program and Operational Support Assists with stewardship and outreach processes as requested. Maintainsaudit-ready documentation and gathers materials for Board of Trustees reports. Tracks vendor contracts and manages state charitableand gambling reports, applications, and related advancement compliance filings. Identifies opportunities to improve administrativeprocesses and enhance efficiency. Required Qualifications Bachelor's degree preferred, or equivalent combinationof education and experience. Prior experience in gift processing, development operations, or executive support strongly preferred;working knowledge of Raiser's Edge NXT or a comparable CRM preferred. Exceptional organization, discretion, and communicationskills; able to manage multiple priorities independently in a fast-paced, confidential environment. Working knowledge of IRScharitable-gift regulations, GAAP, and AFP guidelines, or demonstrated ability to learn them quickly. Benefits Package Free &reduced UIU tuition packages for employees, dependents, and spouses, paid vacation and sick leave, paid holidays, retirement, health, life,and other insurance are available. Employment is contingent upon successful completion of a background check.