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Job Open Date: 7/12/2023
Application Review Begins: 7/27/2023
Department Code (Name): ADVS (ADVANCEMENT SERVICES)
Percentage of Time: 100
Union Code (Name): 99 – Non-represented
Employee Class: Staff: Career
FLSA Status: Non-Exempt
Personnel Program: PSS
Salary Grade: Grade 19
Work Location: Phelps Hall - 1175
Working Days and Hours: Monday - Friday, 8am - 5pm
Benefits Eligibility: Full Benefits
Budgeted Salary Range: $27.16 - $31.00/hour
Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Profile
Advancement Services, Gift Administration Unit is designated as the UC Santa Barbara office to accept, record, receipt, report and maintain official records for all gifts to the UC Santa Barbara campus. Our mission is to adhere to gift acceptance guidelines on behalf of the UC Regents as set forth by the University of California Office of the President and Internal Revenue Service regulations while making every effort to provide quality service to the campus community in all aspects of gift acceptance.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC
Brief Summary of Job Duties
Independently applies services concepts for input, review, and processing of all credit card gift transactions made to the University of California Santa Barbara through UC Regents and The UC Santa Barbara Foundation. Applies a wide variety of policies and audit regulations to ensure accuracy of all credit card transactions and maintains integrity of related biographic donor information on The UCSB Advance System* (Advance). Ensures appropriate controls are maintained to protect University resources. Applies unfailing attention to detail and accuracy for proper receipting, critical to official reporting to UC Office of the President (UCOP), donor relations and stewardship. Strictly adheres to PCI compliance regulations following VSE/CAE gift reporting standards, CASE management guidelines, IRS 501(c)3 regulations and University of California, gift acceptance policy in all aspects. Manages all credit card transaction gifts processing, including ongoing establishment of new funds in the web-based philanthropic giving programs (online giving, crowdfunding and give day) for all campus departments, coordinated and managed centrally by Advancement Services and the UC Santa Barbara Foundation. Analyzes all credit card gift transactional data, assesses and determines appropriate course of action for proper crediting/coding, reconciles credit card merchant vendor financial information and general ledgers. Evaluates and applies relevant audit requirements and cash handling policies. Recommends improvements as needed to ensure gift entry and crediting processes maintain compliance with Payment Card Industry (PCI) regulations and UCOP and internal financial audit policies and procedures. Responsible for electronic transfer of credit card transactional data through multiple databases while maintaining data integrity and ensuring compliance with credit card gift related regulations. Works independently and collaboratively with a high level of attention to detail. Maintains strict confidentiality in all aspects of work. Coordinates with university donors, campus department staff at all levels. Provides excellent customer service, professionalism and diplomacy to resolve credit card related gift matters. *The UC Santa Barbara Advance System (Advance) is the Division of Institutional Advancement's (IA) comprehensive relational database and is the University of California, Santa Barbara's primary database of record that supports and documents all campus fund raising activity, including official database of record for all gift reporting to UC Office of the President. Advance maintains over 500,000+ entity records for alumni, donors, parents, friends, corporations and foundation constituencies.
Required Experience:
Bachelor’s Degree in related area or equivalent experience & training
Preferred Experience/Qualifications:
1-3 years of banking experience
Basic knowledge of credit card and PCI Compliance policies, practices and systems.
Acquiring ability to gather reasonably retrievable information to organize and perform basic gift crediting analysis and processing assignments.
Ability to effectively communicate verbally and in writing.
Basic proficiency using spreadsheet and database software in gift transactions analysis and credit card transactional reports.
Basic interpersonal skills; broad service orientation and critical thinking skills.
Under management guidance, use organizational skills to multi-task in a high-volume environment.
Ability to adapt to changing priorities.
Ability to perform work with a high degree of accuracy and attention to detail.
Ability to function effectively individually and as a member of a team.
Basic knowledge and understanding of internal controls practices and their impact on protecting University resources.
Special Conditions of Employment
Overtime may be required due to seasonal workload.
Satisfactory criminal history background check
UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
- 50% Daily Credit Card Transaction Management - Independently reviews and processes all daily credit card transactions to both The UC Regents and The UCSB Foundation. Enters sensitive credit card transaction data and biographic information into vendor payment gateway to process credit card donations received from multiple Development Office coordinated solicitations. Extracts, verifies and processes daily transactional data from credit card vendor payment gateway. Follows audit procedures for the handling of credit card information in accordance with PCI compliance, campus policies and procedures to securely import/export credit card transactional data from payment gateway. Analyzes, manipulates and prepares multiple data extracts for automated batch load import process, reviewing and maintaining data file integrity through a multi-step process. Processes multiple gift credit card batches for official recording into The Advance System. Resolves all transaction exceptions from multi-step gift load process and/or any declined credit card transactions. This requires coordination and communication directly with donors as well as the Director of the Annual Fund, campus departments and/or Development Officers. Uses good judgment to identify and analyze failed/declined credit card transactions. Proceeds with appropriate resolution and proper crediting. Responsible for review of all "comments" entered by donors and associated with online giving credit card transactions. Requires analysis and accurate entry of appropriate information into the "comment" section of the Advance database. This process is essential to Advance and has a direct impact on online giving reports. Reviews and maintains a high-level knowledge of gift credit card policy, PCI compliance, credit card industry standards and campus credit card handling procedures to ensure conformity and audit-ability.
- 25% Credit Card Resolution and Customer Service Addresses credit card transaction exceptions and related issues such as refunds, credit card expiration, declines. Must use excellent oral and written communication skills either by phone, in person or via email communication in dealing with credit card issues. Coordinates with the Annual Fund and Development Officers in resolution of failed credit card transactions for gifts and pledge payment. Manages multiple email accounts established to receive information from credit card gateway vendors and donors.
- 15% Recurring Payments and Reporting Reviews, establishes and reconciles monthly credit card recurring payment transactions: Establishes scheduled credit card charges by configuring a 3rd party payment gateway system for automated recurring credit card gift charges made in coordination with the Annual Fund Ruffalo/Cody Campus Call System. Proactively identifies credit cards due to expire and provides follow-up with the Annual Fund Directors and/or directly with the Development Officer or donor when appropriate to obtain updated credit card information to minimize payment processing failures. Analyzes and reconciles monthly reoccurring credit card transactions for accuracy and proper crediting in The Advance System. Analyzes and reconciles monthly financial journals for all credit card transactions provided by Business and Financial Services, Extramural Fund Accounting Office. Follows daily, month-end and quarter-end closing procedures to verify proper gift crediting and reconciliation of recurring credit card transactions. Prepares monthly and annual report summaries of all credit card philanthropic giving activity, including evaluation of process and systems. Reports summary of online giving credit card activity by account and area. Identifies transaction trend analysis and makes recommendations for online system or structure modifications. Reconciles and balances all merchant accounts monthly, quarterly and annually to comply with fiscal year-end closing procedures, UCOP reporting deadlines and audit requirements.
- 10% Coordination, Documentation & Training Coordinates and communicates closely with the online giving team which includes the Director of Advancement Services, Director of the Annual Fund, Manager of Gift Administration, the Sr. Web Application Developer, and the Business Systems Analyst for new and existing online giving and credit card processes. Coordinates with the Advancement Information System technical unit on an ongoing basis to improve online giving web interface, streamline/automate processes and enhance reporting based on audit requirements. Coordinates with Gift Administration Manager for ongoing review of credit card policies and procedures to ensure conformity of operations with changes to PCI compliance, federal, university and campus policy. Documentation and Training: Develops and maintains credit card gift administration policy, procedure and operations manual; Develops and maintains gift processing and credit card specific training materials for the Development Office and campus department audiences; Uses various technologies (including online) ensuring that appropriate training materials are developed and implemented to communicate correct handling of credit card and online gifts information; Provides cross training to gift administration staff on appropriate policies and procedures for credit card gift processing and related biographic updates; Creates and delivers ongoing credit card related training to individual campus departments; Represents Gift Administration delivering training presentations as part of the Office of Research, STAR training and annual campus-wide gift administration training as required by audit; Develops content and delivers training programs in coordination with the Manager of Gift Administration, campus Cashier's Office and campus Extramural Fund Accounting office; Develops, delivers and/or participates in other trainings as assigned by the supervisor.
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
- UC Santa Barbara COVID-19 Information
- University of California Policy on Vaccinations – With Interim Amendments
- August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)
- Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Reasonable Accommodations
The University of California endeavors to make the UCSB Job site (https://jobs.ucsb.edu) accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
