Gift Administration Associate, ESA at Foundation… · Cambridge

Description

Using PG Calc’s suite of software products (GiftWrap, PGM Anywhere, ESA Next), manage administrative activity for Gift Administration and Endowment Sub-Accounting clients to ensure that client data, beneficiary payments, and reports are processed accurately in a timely manner. Responsible for performing gift administration and endowment sub-accounting administrative support functions in a fast-paced environment. Will have a portfolio of clients and be assigned to support a Relationship Manager assigned to the same portfolio.

Key Responsibilities:

Maintain client records and ensure accurate, timely input of client data (60%)

• Develop working knowledge of PG Calc’s GiftWrap, PGM Anywhere, and ESA Next software.  
• Set-up new organizations in the software, create new person and gift records, record gift terminations, and enter data changes (e.g. changes of address) in a timely and accurate manner. 
• Maintain client organization and donor documentation files following established procedures and deadlines. 
• Analyze financial statements to identify data to be added to database 
• Produce, analyze, and distribute client reports 
• Process termination paperwork for closed accounts. 
• Update market values according to client schedule  
• Update annual rates of return for charitable trusts and PIFs. 
• Provide tax accountant with required information throughout the year and at year end. 
• Review all work for data accuracy prior to giving to RM for review. 

Interact with a portfolio of clients and respond to client questions and concerns (20%)

• Respond to telephone calls, fax, and e-mail messages from a portfolio of Gift Administration and Endowment Sub-Accounting clients.  
• Resolve client questions, requests, and problems, or consult with Relationship Manager also assigned to your portfolio to assist in resolving client issue. 
• Utilize research reports to notify charities of data set changes (ie. beneficiary deaths). 
• Record client interactions in CRM 

Client Support & System Participation 20% 

• Manage a portfolio of Gift Administration and Endowment Sub-Accounting clients, serving as a primary point of contact for inquiries via phone, email, and other channels  
• Respond to client questions, requests, and issues in a timely manner, collaborating with Relationship Managers as needed to ensure resolution  
• Monitor research reports and communicate relevant data updates (e.g., beneficiary changes) to clients  
• Accurately document all client interactions in CRM systems  
• Participate in periodic testing of PG Calc’s GiftWrap software prior to release to support system quality and performance 

Requirements

Desired Knowledge, Skills & Abilities:

• Demonstrate exceptional attention to detail, ensuring accuracy and consistency across client data, reporting, and communications  
• Thrive both independently and collaboratively, confidently managing individual responsibilities while partnering with Relationship Managers to support shared client portfolios  
• Leverage experience with data management and reporting to analyze information, identify discrepancies, and deliver clear, actionable insights  
• Provide high-quality, responsive customer service, building trust with clients through professionalism, follow-through, and thoughtful problem-solving  
• Utilize Microsoft Office tools (especially Excel, Word, and Outlook) to efficiently manage workflows, analyze data, and produce polished client deliverables 

Job Requirements for Hybrid Work Environment:

• Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours. 
• Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs. 
• Hybrid Work Commitment: Must be able to reliably commute to the office 2 days per week, Monday and Wednesday, and meet in-person collaboration requirements as needed. 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.    

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.