Advancement Services Representative, Donor and Member Services

Penn State University; University Park (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Full benefits package

Job summary

Penn State University is seeking an Advancement Services Representative in support of Donor and Member Services. This role deposits cash payments, applies funds, reconciles accounts and maintains donor and member records, ensuring accuracy of pledge, gift, and membership data.

You will work with multiple departments, handle monthly pledge reminders, process charitable contributions and memberships, and help improve data quality and system processes while upholding compliance and audit readiness.

Qualifications

• Associate Degree and 2+ years of relevant experience; or an equivalent combination of education and experience.
• Audit and bookkeeping experience with strong attention to detail.
• Ability to work independently and as part of a team while maintaining accuracy.
• Commitment to inclusive and respectful environment for all students and colleagues.

Responsibilities

• Deposit cash payments and apply monies to appropriate allocations.
• Reconcile accounts to ensure accurate balances and donor records.
• Modify donor and member records; verify pledge, gift, and memberships.
• Monitor university Gifts Account receipts and maintain backup information.
• Administer chargeback, refund, and void processes; handle tax-related contributions.
• Process charitable contributions, alumni memberships, and related donor data.
• Support data quality improvements and assist with system/process testing.

Skills

Attention to detail

Organizational skills

Interpersonal communication

Auditing and bookkeeping

Self-motivation

Teamwork

Professional development

Inclusion and belonging

Education

Associate Degree

Job description

APPLICATION INSTRUCTIONS:CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday.CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants .Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants .POSITION SPECIFICSPenn State is currently seeking an Advancement Services Representative in supporting Donor and Member Services. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State's future and contribute to one of the most successful fundraising and alumni relations operations in the country.Reporting to the Advancement Services Manager this Advancement Services Representative will be 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. Other responsibilities include:Monitor and reconcile the University Gifts Account to ensure receipts are recorded accurately; ensure backup information is created and stored for every transactionAdminister chargeback, refund, and void processesReview and analyze modification requests and initiate necessary changes to charitable contributions, pledge commitments, and Alumni Association membershipsCollect, scan, retain, and index all necessary documentation associated with gift or membership for auditing purposesCommunicate and resolve issues related to tax lawBuild and manage relationships with multiple departments both external and internalReceive, review, verify, and facilitate receipt and processing of charitable contributions, agreements with University Contracts office, and corporate acknowledgement formsAdminister 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 systemAnalyze and review donor pledge commitments concerning balances, payments, and adjustmentsAct as a primary point of contact via email, phone, letter correspondence to donors, Alumni Association members, and internal teamsProcess charitable contributions, Alumni Association memberships, specialized subjects related to donor contributions and records, and matching giftsSupport the planning, testing, and implementation of new processes related to systems, processes, and data quality; assist with audit requestsEnsure 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 databaseMay serve as supervisor for part-time and/or temporary workers or volunteersThe successful candidate will have:Model attention to detail and commendable organizational skills;Exemplary interpersonal and communication skills;Auditing and bookkeeping experience;The ability to create and maintain an inclusive and respectful environment for all students and colleagues;A proven ability to self-motivate and work both independently and as part of a team;A commitment to professional development, learning, and being mentored.MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONSAssociate Degree2+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NonePenn State’s Division of Development and Alumni RelationsIf you believe in the power of higher education—and philanthropy—to shape the public good, you’ll excel right here in Penn State’s Division of Development and Alumni Relations (DDAR). Our organization includes more than 500 professionals engaging a community of more than 800,000 alumni who believe in the power of giving back. Across our interdisciplinary teams of fundraisers, alumni relations professionals, communicators, event planners, financial experts, and more, there is a place for you to make a difference in the lives of students and faculty while taking your own career to new heights. Learn more about us at raise.psu.edu and explore the success of our most recent campaign at greaterpennstate.psu.edu .Building a Career and a Life at Penn StateAcross all campuses and an online World Campus, our 100,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom—it’s the positive impact made on communities across the globe. Penn State consistently ranks among the top academic and research universities in the world: psu.edu/this-is-penn-state/facts-and-rankingsThis position is based at the University Park campus, located in State College, Pennsylvania. State College is ranked among the lowest-stress and safest small cities in the country, with excellent public schools, beautiful parks and other natural assets, and a broad range of cultural and athletic events and venues: statecollegepa.us and statecollege.comBACKGROUND CHECKS/CLEARANCESEmployment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.SALARY & BENEFITSThe salary range for this position, including all possible grades, is $44,628.00 - $64,668.00.Salary Structure - Information on Penn State's salary structurePenn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page .CAMPUS SECURITY CRIME STATISTICSPursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .EEO IS THE LAWPenn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.Federal Contractors Labor Law PosterPA State Labor Law PosterPenn State PoliciesCopyright InformationHotlines