Funds and Records Operations Analyst

San José State University; San Jose (CA); On-site; USD 64,000 - 66,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

San José State University seeks a Funds and Records Operations Analyst to manage philanthropic funds and donor records across Tower Foundation and UA teams. You will coordinate gift agreements, set up funds, and ensure accurate reflecting donor restrictions in CRM and financial systems.

You will also support deposits, pledge reminders, and data health audits, providing backup processing during peak periods while maintaining strong controls and stakeholder communications.

Qualifications

• Bachelor's degree or equivalent training.
• Two years of administrative work experience involving study, analysis, and evaluation.

Responsibilities

• Analyze and administer the end-to-end lifecycle of gift agreements, evaluating documentation for completeness, identifying discrepancies or compliance issues, coordinating required review and approvals, and ensuring donor restrictions and institutional requirements are accurately reflected across systems.
• Maintain central archives of finalized gift agreements, MOUs, pledges, expectancy gifts, and governing documentation in CRM and shared drives.
• Coordinate the distribution of gift and fund details to partners including Tower Foundation and cross-functional teams.
• Provide oversight of non-scholarship funds ensuring compliance and agile communication with donors and partners.
• Administer the main online giving platform, including adding funds and updating receipt information, permissions, data, and system integration.
• Ensure donor intent and financial mappings are accurately captured and updated across systems.
• Research ambiguous transactions and coordinate resolution across systems and entities.
• Prepare, review, and process inter-entity transfers and adjustments for accurate fund movements.
• Support deposit reconciliation and maintain auditable transaction logs.
• Administer pledge reminder schedules and track outstanding balances with fundraisers and donor relations.
• Update constituent records with accurate demographic and employment information.
• Support team inbox coordination and troubleshooting.

Skills

Analytical ability

Communication skills

Self-management

Team coordination

Attention to detail

Education

Bachelor's degree or equivalent

Tools

Salesforce

Blackbaud CRM

Ellucian

Affinaquest

Job description

Job no: 563166
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Fundraising & Alumni Relations, Full Time, On-site (work in-person at business location)

Job Summary

The Funds and Records Operations Analyst supports the integrity, accuracy, compliance, and effective administration of philanthropic funds, gift agreements, and constituent records within University Advancement (UA). Serving as a key operational link among several UA teams, external partners, and the Tower Foundation of San José State University, the Analyst evaluates, interprets, and administers the administrative lifecycle of gift documentation, fund creation, and donor restriction compliance.

The incumbent is responsible for coordinating the administration of gift agreements, setting up new funds in the philanthropic database, managing the philanthropic clearing account, supporting deposit reconciliation, executing pledge reminders and tax receipts, and conducting continuous data health and quality assurance audits. During peak donation periods or staff absences, the position provides backup operational gift processing and entry.

Key Responsibilities

• Analyze and administer the end-to-end lifecycle of gift agreements, evaluating documentation for completeness, identifying discrepancies or compliance issues, coordinating required review and approvals, and ensuring donor restrictions and institutional requirements are accurately reflected across advancement and financial systems
• Maintain central archives of finalized gift agreements, MOUs, pledges, expectancy gifts, and governing documentation in the Blackbaud CRM and the organization’s shared drive
• Coordinate the distribution of gift and fund details to partners including Tower Foundation, Financial Aid and Scholarships Office (FASO), colleges, and cross-functional partners across the division
• Provide oversight of non-scholarship funds ensuring compliance and agile communication with donors, the Tower Foundation, and cross-functional partners across the division
• Administer the main online giving platform, including adding funds and updating receipt information, managing permission levels, data, and system integration, and maintaining communication with internal and external partners
• Ensure donor intent, criteria, and financial account mappings are accurately captured and updated across advancement and financial systems
• Research ambiguous transactions, evaluates available documentation, determine the appropriate disposition within established policies, and coordinate resolution across systems and entities; liaise with internal and external partners to confirm intent
• Prepare, review, and process inter-entity transfers (e.g., fund reclassifications, check requisitions) and adjustments to ensure accurate and timely transfer of funds
• Support weekly, monthly, and year-end deposit reconciliation by assembling documentation and maintaining auditable financial transaction logs
• Administer and execute pledge reminder schedules, tracking outstanding balances and coordinating updates with fundraisers and donor relations
• Optimize the data lifecycle of constituent records by updating biological, relational, employment, and demographic attributes for alumni, donors, and prospects
• Support the coordination of requests, troubleshooting, and communication in team inboxes

Knowledge, Skills & Abilities

• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Knowledge of, or ability to quickly learn, charitable giving policies, counting rules, and regulations set by the IRS, CASE Reporting Standards, AASP, and CSU Chancellor’s Office guidelines
• Demonstrated experience with business process operations, workflow optimization, or developing standard operating procedures (SOPs) in an administrative or higher education environment
• Ability to self-manage multiple competing deadlines, adapt calmly within a dynamic environment, and independently organize workflows to hit operational milestones
• Proficiency with complex, relational advancement CRM databases (e.g., Salesforce, Blackbaud, Ellucian, or Affinaquest) and standard enterprise office suites (Microsoft Office, Google Workspace)
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Strong quantitative and analytical ability to review data, identify operational trends, isolate data inconsistencies, and implement sound corrective strategies
• Excellent verbal and written communication skills; ability to explain complex financial records, historical precedence, and technical guidelines clearly to non-technical stakeholders, donors, and university personnel
• Mastery of attention to detail with a proven track record of maintaining strict accuracy while performing complex work in a fast-paced environment
• Ability to communicate with constituents in a professional and respectful manner

Required Qualifications

• A bachelor's degree and/or equivalent training
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Bachelor’s degree from an accredited four-year college or university, or equivalent combination of education and experience
• Two to five (2-5) years of direct experience in advancement services or public non-profit administration
• Experience with fund accounting, budget reconciliation, or financial tracking (preferably within non-profit or higher education settings)
• Experience working within the California State University system or a large public higher education auxiliary/foundation environment

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $5,709/month - $5,940/month (Step 5 – Step 7)
CSU Salary Range: $5,274/month - $7,684/month (Step 1 – Step 20)

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see Employee Benefits Summary.

Contact Information

People and Culture
[e-mail]

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [e-mail].

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at [e-mail].

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at [e-mail].

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Advertised: October 21, 2026 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled