Penn State Job Catalog

The defined natural career progression within or between job profiles.

Advancement Services

The Advancement Services Representative assists the office of Donor and Member Services within University Development. The position is responsible for depositing cash payments into university accounts, applying monies to the appropriate allocations, reconciling accounts for accurate balances, and modifying donor and member records; ensure the accuracy of pledge, gift, and membership records.

• Monitor and reconcile the University Gifts Account to ensure receipts are recorded accurately; ensure backup information is created and stored for every transaction
• Administer chargeback, refund, and void processes
• Review and analyze modification requests and initiate necessary changes to charitable contributions, pledge commitments, and Alumni Association memberships
• Collect, scan, retain, and index all necessary documentation associated with gift or membership for auditing purposes
• Communicate and resolve issues related to tax law
• Build and manage relationships with multiple departments both external and internal
• Receive, review, verify, and facilitate receipt and processing of charitable contributions, agreements with University Contracts office, and corporate acknowledgement forms
• Administer the monthly reminder process for major pledge commitments; review executed pledge agreements for accuracy and funding source; enter major pledge commitments and terms/schedules in the University's gift system
• Analyze and review donor pledge commitments concerning balances, payments, and adjustments
• Act as a primary point of contact via email, phone, letter correspondence to donors, Alumni Association members, and internal teams
• Process charitable contributions, Alumni Association memberships, specialized subjects related to donor contributions and records, and matching gifts
• Support the planning, testing, and implementation of new processes related to systems, processes, and data quality; assist with audit requests
• Ensure the integrity of the donor and alumni database through accurate analysis, updates, and maintenance; review and verify the successful completion of daily automated processes that create or update data in the donor and alumni database
• May serve as supervisor for part-time and/or temporary workers or volunteers

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 7
• Minimum – $46,400.00
• MidPoint – $56,800.00
• Maximum – $67,300.00