Coordinator at Lehigh University

Posted in Other 14 days ago.

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Location: Bethlehem, Pennsylvania

Job Description:

Lehigh University

Lehigh University is an affirmative action/equal opportunity employer and does not discriminate on the basis of age, color, disability, gender, gender identity, genetic information, marital status, national or ethnic origin, race, religion, sexual orientation, or veteran status. Lehigh University provides comprehensive benefits including partner benefits.

Position Number:

Finance and Administration


Job Family:

Posting Date:


The Coordinator provides secretarial and administrative support to the Associate Vice President for Finance and the Associate Treasurer. The successful candidate is responsible for administering the University's stock donation program, processing donations and monitoring the Life Income Program, along with preparation of annual state filings for the gift annuity program and compiling and analyzing financial data. The Coordinator also provides "back-up" support for the cash management program.

  1. Administer and maintain the University's stock donation program
    • Receive notification of pending stock donation from various sources including Development Office staff, various brokers, donor phone calls or written correspondence
    • Verify date of donation with broker to calculate proper valuation of stock utilizing Dow Jones pricing source
    • Instruct broker to sell stock at market price and mail proceeds by check or provide bank wire transfer instructions if proceeds are sent electronically
    • Analyze donor gift record to determine appropriate purpose of donation
    • Input all data pertaining to donation on excel spreadsheet for tracking purposes
    • Work with various brokers to help resolve any transaction issues that arise to ensure gifts are processed on a timely basis
    • Receive trade confirmation of sale and record proceeds on excel spreadsheet
    • Verify proceeds are correct when received, deposit proceeds, prepare journal entry, record appropriate gain or loss on sale of stock and send to Bursar's Office for processing
  2. Secretarial and administrative
    • Prepare, edit, customize and compose correspondence using Word documents
    • Receive, screen, respond to or forward incoming calls
    • Greet and assist visitors
    • Schedule meetings and maintain electronic calendar
    • Establish and maintain files
    • Monitor contents of files to dispose of outdated material
    • Make copies of correspondence, documents and reports for distribution and file electronically
    • Prepare invoices for payment and forward to Accounts Payable for processing
    • Prepare journal entries to adjust accounts and forward to Controller's Office for processing
    • Receive, sort and distribute incoming mail
    • Assist other staff members with special projects as needed and provide fill-in support for other staff members during their absence
    • Utilize endowment custodian software to approve private equity capital calls; work with Investment Office and plan custodian to ensure payments are made on a timely basis
    • Prepare various reports including Annual Continuing Disclosure for bonds and monthly endowment highlights
  3. Process gifts to the Life Income Program
    • Receive notification of donor gift to the Life Income Program by Planned Giving Office
    • If gift is a Gift Annuity; receive agreements and tax calculation forms, compose acknowledgment letter to donor and provide key tax information along with signed agreement, send appropriate information to the Payroll Office and update database
    • If gift is a Life Income Gift; compose letter to Custodian Bank, notifying them of gift, proceeds amount and appropriate investment instructions
    • Wire proceeds to Custodian Bank for investment
    • Maintain spreadsheets listing Gift Annuity and Life Income Gifts for each calendar year
  4. Administer divestments from Life Income Program
    • Receive notification of donor death
    • Review listing of life income funds to determine which funds donor was invested in
    • Prepare notification of death form; listing pertinent information regarding the donor and the divestment of funds, send copies to appropriate Department, update gift annuity database
    • Notify Custodian Bank of donor's death and provide divestment instructions
    • Prepare journal entry to record receipt of divestment amount
    • Maintain various spreadsheets listing donor deaths and divestment amounts from each fund
    • Compose condolence letter to family member or estate administrator with appropriate details pertaining to divestment of donor's funds and, if writing to beneficiary, provide information pertaining to income payments
  5. Preparation of ongoing state filings for the gift annuity program; complete new registrations as needed for review by Assistant Treasurer
    • Prepare required annual state filings, calculate necessary annuity reserve requirements and prepare other requests in order to meet state reporting requirements
    • Monitor University compliance of Gift Annuity Program with applicable state laws and implement necessary revisions as a result of any changes; recommend appropriate course of action to applicable regulatory changes affecting our Gift Annuity Program
    • Act as a liason between the University and state insurance departments
    • Coordinate with the Development Office to make sure we meet the various state regulations pertaining to gift annuities
  6. Provide assistance and back-up support for Cash Management Program
    • Download daily cash information from online banking system and send via email attachment to appropriate Departments
    • Analyze cash transactions, record information from download on daily cash sheet and send to appropriate Departments for processing
    • Research unusual transactions by contacting various departments on campus and the bank if additional information is needed
    • Process wire transactions via the bank's online system
    • Verify previous day's wire transactions were processed correctly
    • Monitor checking account balance and process request to transfer funds from short-term investments if needed

  1. High school diploma or equivalent combination of education and experience
  2. Associates Degree in Accounting or related financial field preferred
  3. Three to five years related work experience
  4. Excellent communication and interpersonal skills
  5. Excellent writing ability and organizational skills
  6. Solid analytical, decision making and problem solving skills
  7. Solid computer skills with experience using word processing and spreadsheet software
  8. Successful completion of standard background checks including but not limited to: social security verification, education verification, county and national criminal background checks, PATCH, FBI fingerprinting, Child Abuse Clearance. Based upon the requirements of the position Lehigh may also request credit history reports, motor vehicle checks and professional license/certification verification

Special Considerations:
  • Periods of high volume/workload may be required for calendar year-end; typically from November to early January

FTE: 100%

Grade and Hiring Minimum:
8-37.5; $39,590 Salary commensurate with experience and qualifications. Salary adjustments for internal candidates comply with University policy. For more information contact Human Resources.

Required Documents Message:
Cover Letter, Resume


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