Philanthropy Funds & Records Specialist

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

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.