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

• 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