Donations Processing Assistant

I. Donations Processing and Documentation Support

• Records and monitors all incoming donations and pledges (cash, check,
  
  

in-kind, or online), in coordination with the University Development Head

and the Central Accounting Office (CAO)

• Verifies completeness and accuracy of donation intake and supporting
  
  

documents in accordance with the University’s gift acceptance and

documentation standards

• Secures required donor information (e.g., donor name, contact details,
  
  

Tax Identification Number, registered business address) for the issuance

of Official Receipts (ORs) and Certificates of Donation (CODs)

• Prepares Turnover Reports (TOR) and submits required documentation
  
  

for processing of ORs and CODs in compliance with University and

Bureau of Internal Revenue (BIR) guidelines

• Maintains accurate and updated donation files and records (electronic
  
  

and physical), including donor correspondence, acknowledgement

letters, and scanned supporting documents for future reference of the

University Development Head and other leads of the OUDAA

• Coordinates with CAO to ensure that donation entries and
  
  

documentation submitted match CAO’s processed transactions in ARMS,

supporting reconciliation between records and financial reports

• Generates reports and summaries on donations received, in coordination
  
  

with the University Development Head, for review and submission to the

Director

• Ensures donation-related documentation, including thank you letters, is
  
  

properly organized and complete to support audit and compliance

Requirements

II. Financial and Records Support

• Coordinates with CAO for validation, reconciliation, and issuance of
  
  

official receipts, and with OVPFT for issuance of certificates of donation

• Monitors the status of donations (e.g. posted, unposted, pending
  
  

acknowledgement) and follows up as needed to ensure proper recording

and reporting

• Assists in compiling, organizing, and verifying donation-related files and
  
  

reports required for internal and external audits, ensuring accuracy,

completeness, and compliance with University and regulatory standards

• Maintains a tracking system for donation acknowledgement and dispatch
  
  

to ensure timely donor recognition and compliance

III. Coordination and Logistical Support

• Provides logistical and administrative support during donation-related
  
  

events such as gift turnovers, fund launches, testimonial gatherings,

thanksgiving events, university events, and other donor recognition

activities

• Prepares and dispatches solicitation letters, acknowledgment notes, and
  
  

invitation materials in coordination with the Donor Relations Officer

• Monitors attendance and RSVP list for donor-related events
• Assists in preparing gift packs or tokens for donors, coordinating with
  
  

suppliers or service providers for timely delivery, and maintaining

documentation of distribution and acknowledgements

IV. Frontline and Secretarial Support

• Attends to donor inquiries and concerns received through face-to-face
  
  

visits, email, or phone, and channels them appropriately to the University

Development Head or Donor Relations Officer

• Maintains organized files and correspondence logs for all donation-
  
  

related communications

• Assists in preparing internal documents (e.g., acknowledgement letters,
  
  

turnover reports, routing forms) and facilitates their routing for approval

and signature, ensuring accuracy, completeness, and adherence to office

protocols before endorsement

Minimum Qualifications

• Bachelor’s degree in Business Administration, Accounting, or related field
• At least 2–3 years of experience in administrative support, financial
• documentation, donor or client relations, or event coordination
• Experience in an academic, nonprofit, or development setting is an advantage

---