University of Pennsylvania


Posted Job/Salary Grade: 
Gifts Accounting, Administration and Records is a unique organization with both reporting lines to both Development and Alumni Relations and the Division of Finance. Providing support to Development staff and ensuring the accurate financial reporting of over $600 million contributions to the University annually. The department is comprised of three units; Gift processing, Alumni records and Gifts Accounting. Gifts Accounting is responsible for ensuring all gifts are recorded properly and timely. As part of this responsibility this group of three individuals provide to Comptroller’s office and External Auditors reporting and fluctuation accounting packages which assist in the preparation of the University Financial statements. They ensure not only the accuracy of contributions revenue and contributions receivable, but also ensure these gifts are recorded properly following Financial Accounting Standards Board (FASB) and Generally Accepted Accounting Principles (GAAP). In addition this group reconciles all daily cash and credit card activity ensuring the gift and financial systems agree to the University’s banking deposit account. This group manages all cash management activities in regards to gift receipts. This group works with Trust Administration to assist with ensuring donor intention is properly met. Reports directly to the Sr. Associate Director and works in partnership with Accountant, Division of Finance. The primary function of this position includes analysis and recording all financial and non-financial activity. This position will work closely with the Sr. Associate Director on all gift and pledge auditor requests as well as policy and procedures. DUTIES: Complete daily reconciliation of cash/credit card suspense transactions. Endure daily reconciliations are completed accurately and 3-way reconciliation between BEN Financials, ATLAS gift system and third party bank reconciliation is completed. This position will act as back-up for month-end reconciliations when needed. Reconcile all off-site credit card transactions for school and/or center gifts between the general ledger and the incoming gift transmittals by credit card type and amount. Ensure all gifts are properly recorded in both ATLAS Gift system and BEN Financials. Monitor all journal receipts submitted via the Cashier’s Office and/or internal journal transactions as well as Remote Deposit Capture (RDC) deposits submitted by school and/or center transmitted through the University’s checking account. Provide monthly reconciliation of brokerage accounts to ensure all security gift have been recorded appropriately. Research and communicate bank wires, ACH deposits including Fidelity ACH deposits notifications to appropriate schools and/or centers. Follow up on missing information, ensure recording of gifts when information is received from prospect manager or school gift administration office. Record any non-gift related transactions into school appropriate general operating fund. Communicate with the bank on items needing clarification and resolve all discrepancies. Act as point person for UK. Hong Kong and all international gift transactions -prep the necessary ATLAS entry for gift processing and prepare the international receipts. Provide backup support for security gift acceptance process. Work with donors and development officers to ensure all non-cash gifts are accepted properly. This includes preparation of gift transmittals for input into the ATLAS gift system, recording gift proceeds of stock sales. Ensure all aspects of security process is covered during absences. Work with Senior Associate Director in reviewing all gifts held in School suspense accounts to determine ultimate purpose. Complete monthly reconciliation of suspense funds including aging of transactions. Resolve any discrepancies, and provide backup documentation to gift processors when adjustments are required. Provide reports to PWC as requested as part of the auditing package and to senior management as requested. Complete review of all bank and credit card fees charged to budget as a result of collection process. Reallocate fees to school/center budgets via general ledger. Ensure returned check fees are charged appropriately. Assist in obtaining good information from donors when credit card charges have been declined. Perform additional duties as assigned.