Gift Processing Coordinator

Feb 14, 2017
Institution Type
Four-Year Institution

Gift Processing Coordinator

Posting Number: S0354
Faculty Rank:
Status: Awaiting Approval
Classification: Anticipated Length of Appointment:
Special area(s) of assignment (teaching/research/administration):

Position Summary:
Willamette University is accepting applications for a full-time, non-exempt, position of Gift Processing Coordinator within Advancement Services.

The Gift Processing Coordinator is responsible for managing daily gift deposits to the Business Office including analysis and processing of daily gift batches in Raiser's Edge, a comprehensive, integrated, relational database system; production of gift receipts, individualized acknowledgement letters, posting control reports and batch reports in accordance with Advancement's 48-hour turnaround policy; assist the Advancement Database Administrator in data analysis, maintaining data integrity and adding new data to the database.

The Office of Advancement at Willamette University composed of three units: Development, University Relations and Advancement Strategy & Operations. We strive to maintain a highly collaborative, upbeat, and friendly environment. A sense of humor and positive attitude are helpful.

To learn more about the Advancement Department, visit

This is a full-time, year-round position. This position is eligible for the University's generous benefits package that includes: medical/dental insurance, sick and vacation accruals, retirement contribution, tuition remission, and holidays.

The starting hourly rate for this position is $16.07; placement will be based on education and experience. Typical work schedule is Monday-Friday, 8:00 a.m. to 5:00 p.m., some flexibility is required.

Duties & Responsibilities:
The duties and responsibilities of this position include, but are not limited to, the following functions, which are not listed in any particular order of significance:

Gift Processing (70%)
• This position will generate accurate financial and analytical reports, develop and implement policies to guide gift entry, and make sure that the database effectively captures donor gift information (Develops reports to validate gift data and corrects anomalies as needed;
• Prepares daily reconciliation with cashier of checks, cash, and charges;
• Prepares monthly reconciliation of gift income for the University Controller;
• Runs periodic reports on gift activity, monthly gift and campaign reports;
• Produce various reports pertaining to the gift entry process, including departmental “Batch-Edit,” “Gift Validation,” and “Posting Control” reports;
• Submit and distribute various report requests to Advancement staff;
• Collect daily donations received by Development, Business Office and other university departments;
• Evaluate, sort and total all donations made to the University on a daily basis in order to create daily gift batches;
• Manage gift analysis and entry procedure and process daily gift batches in a timely and accurate fashion to adhere to University Advancement’s 48-hour turnaround receipting/acknowledgment policy;
• As needed, assist in the production gift receipts for all gifts received in a timely and accurate fashion;
• Analyze gifts to determine appropriate campaigns, funds, appeals for each gift to be processed;
• Manages, with assistance from the Annual Giving Development Coordinator, a proactive approach to matching gifts;
• Records gifts and pledges and their assignment to the proper accounts;
• Processes Telefund pledges and gifts;
• Collaborates with Major Gift Officers and Prospect management on tracking gifts related to proposals, major gifts and gift adjustments for campaign reporting;
• Tracks outstanding pledges and produces pledge reminders as appropriate;
• Provides pledge payment forecast reports;
• Assists in updating the gift acceptance policies and procedures;
• Provides training and documentation to backup gift processor;
• Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling of all departmental requests;
• Answers Gift Hot Line, assists callers, and takes messages as necessary;
• Communicates with donors regarding payment information as needed.

Donor Records (25%)
• Adds and updates biographical data received as part of gifts sent to the University.
• Add new constituent records to the database as it relates to gift processing, analyze information and populate all appropriate data fields where information is available.
• Enter and update constituent records in the database as it relates to gift processing.
• Organize, coordinate and maintain the integrity of hardcopy and digital filing systems.
• Assists with verifying input data to ensure accuracy; scan / edit for errors during processing.
• Reviews and makes necessary corrections to information entered.

Additional duties (5%)
• Train and manage student staff on projects related to gift processing, when appropriate and necessary.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Additional Information/About the Department:

Required Qualifications:
• High school diploma or equivalent.
• Minimum 2-3 years’ experience involving basic accounting knowledge and a high degree of data entry skills.
• Ability to learn and adapt quickly to new software. Demonstrated experience working with relational database applications. High level of proficiency with Microsoft Office Suite required (especially Excel and Word). Familiarity with and ability to navigate web-based email and calendar systems. Ability to manage the use, storage, and input of data in a computerized management information system in conjunction with effective and appropriate paper file maintenance, in compliance with University policy, as well as applicable laws related to data storage, donor privacy, and other guidelines.
• Must be detail oriented and demonstrate the ability to maintain accurate records with a high level of accuracy and the ability to perform data entry for sustained periods of time.
• Possess strong organizational and time management skills; ability to prioritize and multi-task in a fast-paced environment and independently handle multiple priorities, projects, and meet critical deadlines in a timely manner despite frequent interruptions and strict time constraints while maintaining flexibility.
• Excellent proofreading, spelling, interpersonal, verbal and written communication skills.
• Critical thinking, good judgment, impeccable attention to detail, and knowledge of the University and its goals are essential.
• Must demonstrate the ability to maintain the highest standards of integrity and confidentiality.
• Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty, students, alumni, volunteers and donors.
• Successful clearance of a criminal conviction record check.

Preferred Qualifications:
• Bachelor degree
• Experience with The Raiser’s Edge and Crystal Reports in a not-for-profit fundraising environment
• Familiarity and experience in a Development office

Special Instructions:
You will be asked to submit the following documents as part of your application materials:
• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume
• As part of the application you will be asked for professional references, please include contact information including emails.

Please note: Finalists will be asked to take an MS Excel test as part of the interview process.

Application Deadline: Open until finalist are selected with initial screening to begin February 24, 2017.

Open Date: 02/13/2017
Close Date:
Open Until Filled: No

Apply online at

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.


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