Auditing and Account Coordinator

Job Description

Auditing and Account Coordinator

PAE-Office of the Vice Chancellor – Pennsylvania-Pittsburgh – (24005529)

The Division of Philanthropic & Alumni Engagement (PAE) at the University of Pittsburgh is dedicated to fostering meaningful relationships with donors, alumni, and stakeholders, supporting the University’s mission in education, research, and healthcare. We invite you to become a pivotal part of our team as the Auditing and Accounts Coordinator.

As the Auditing and Accounts Coordinator, you will be responsible for supporting the operations of PAE’s gift accounting program, which involves auditing gifts in Advancement RM (Salesforce-based), ensuring accurate reconciliation with university accounting, and continuously adapting the gift accounting program to meet the evolving needs of Records Management, PAE, and the University of Pittsburgh. Key responsibilities include:

Financial Recording and Reconciliation:

Liaising with Finance and Accounting Departments: Ensure consistency between gifts recorded in the Advancement Records Management database and University accounting.

Auditing Pledge and Gift Files: Ensure proper reporting in accordance with donor specifications, PAE standards, and CASE (Council for Advancement and Support of Education) guidelines.

Processing Credit Card Transactions: Research and resolve issues with invalid or declined credit cards.

Monitoring and Reconciling Holding Accounts: Ensure timely movement of gifts to permanent accounts.

Reconciliation of Bank Deposits: Handle all gift transaction types (credit card, cash, check, stock, wire, etc.) and reconcile them.

Daily Financial Transactions: Compile, tabulate, and reconcile daily financial transactions, resolving discrepancies and recommending corrective measures.

System Management and Maintenance:

• Creating and Maintaining Designations and Accounts: Manage the chart of accounts table in the Advancement RM, including verifying account numbers and designations for recording gifts and pledges.
• Supporting System Testing and Enhancements: Assist in testing system updates and new feature enhancements as necessary.

Policy, Procedure, and Team Support:

• Recommending Improved Controls and Procedures: Suggest enhancements to controls, operating procedures, accounting records, and systems design.
• Policy and Quality Control Development: Support the creation of policies, procedures, and quality controls related to gift and pledge accounting and reporting.
• Cross-Training and Team Support: Train in the responsibilities of other Records Management team members and provide support as needed.

Why Join Us?

• Impactful Work: Play a crucial role in supporting the University’s mission through effective records management.
• Collaborative Environment: Work within a supportive, innovative, and dynamic team.
• Professional Growth: Opportunities for continuous learning, professional development, and career advancement.
• Competitive Benefits: Enjoy a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

Ready to make a difference? Learn more about PAE and apply today.

Join us in shaping the future of education, research, and healthcare at the University of Pittsburgh!

Job Summary

Supports Planned Giving by researching, analyzing, and processing gifts and pledges. Identifies philanthropic gifts, prepares campaign pledge reminders, and assists in managing funds received.

Essential Functions

• Researches, analyzes, and processes gifts and pledges.
• Conducts research and account reviews to identify philanthropic gifts.
• Manages, reviews, and prepares campaign pledge reminders.
• Assists in managing funds from donations and gifts received.
• Serves as the primary liaison between University officials, fundraising staff, Systems and Operations, and donors.
• Creates and maintains chart of accounts entries as directed.

Physical Effort

Mostly sedentary.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category

Full-time regular

Job Classification

Staff.Gift & Pledge Coordinator

Job Family

Philanthropy & Engagement

Job Sub-Family

Donor Relations & Stewardship

Campus

Pittsburgh

Minimum Education Level Required

High School Diploma/GED

Minimum Years of Experience Required

1

Will this position accept substitution in lieu of education or experience?

Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule

Monday – Friday, 8:30 a.m. – 5:00 p.m

Work Arrangement

On-Campus: Teams that work on campus, in an office, or in a lab.

Hiring Range

$20.00 to $24.00 per hour

Relocation Offered

No

Visa Sponsorship Provided

No

Background Check

For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances

Not Applicable

Required Documents

Resume

Optional Documents

Cover Letter