Gift Processing Coordinator

Job description

Gift Processing Coordinator

Date: March 28, 2019
Title: Gift Processing Coordinator

Description: Under the supervision of the College Advancement Operations Manager, the Gift Processing Coordinator is responsible for receiving, recording and legally receipting charitable gifts and pledges to the College. The Gift Processing Coordinator does this in accordance with donor intent, Hartwick policies and adhering to the IRS rules and regulations governing contributories. The position acts as the primary liaison between College Advancement and Finance departments. The work involves confidential complex gift entry, which requires significant attention to detail and a high degree of judgment is involved in establishing accuracy of information and correct coding of income information. Accuracy and accessibility of data in the system has a tremendous impact on the activities of the College, including the recording of revenue. The Gift Processing Coordinator will be held accountable, as they are the sole custodian of moneys submitted to the College until transmitted to the Business Office. The Gift Processing Coordinator works highly independently in consultation with the College Advancement Staff.


  • Process gifts to the proper accounts within three business days from the time they are received
  • Prepare daily reconciliation of checks, cash and charges and runs transmittal reports for the Business Office
  • Prepares tax acknowledgement letters to be authorized by the President and College Advancement staff
  • Transmits entered gift batches to the College’s Colleague financial system
  • Runs daily periodic reports on gift activity, weekly and monthly gift reports
  • Processes all pledges, including Phonathon pledges. Prepares the pledge acknowledgements as needed. Works with the Phonathon specialist to obtain the proper collection of data entry required to record Phonathon pledges
  • As pledges are entered into the system, solicitors (prospect managers) are assigned to the pledge made
  • Produces pledge reminders as appropriate and tracks outstanding pledges
  • Creates gift receiving designations and works with the Business Office to establish the corresponding ledger account
  • When/if a gift is received, if any of the following is unclear: designation or whether or not a gift is a pledge payment, the gift processor will contact the appropriate gift office, who will then contact the donor for clarification
  • Submits matching gift applications
  • Adds and updates biographical data received as a result of gifts sent to the College
  • Adjusts gifts and pledges as needed
  • Prepares monthly reconciliation of gift income with the controller
  • Works with the Report Writer to develop financial reports as needed
  • Copies and files required documentation for IRS and auditing purposes
  • Notifies each respective department of a gift received
  • Archives gifts and pledges for seven years
  • Prepares and submits the CAE Report and other miscellaneous reports yearly
  • Works with auditors and provide necessary documentation of gifts and pledges received
  • Staying apprised of the current IRS regulations and advising staff members of the current IRS laws
  • Perform other duties as assigned

Minimum Qualifications:
Minimum requirements for this position include a Bachelor’s degree from an accredited college or university, and, or at least, three years of experience in a related field or position.

The successful candidate will have experience with IRS regulations relevant to non-profit organizations, knowledge of stocks, charitable remainder trusts, and donor advised funds of assets. Analytical skills, basic accounting, and proficiency with Microsoft software (Word, Excel, Office, Access, and PowerPoint), Google web-based applications, and Adobe Acrobat Professional is required. Must have experience with mail merges, and the ability to adapt to technology changes.

The position requires an individual who has excellent typing and grammar skills (40wpm with a high level of accuracy), is detail oriented, has experience prioritizing projects and reviewing work for accuracy. Must have the ability to multi-task with interruptions in an energetic, high-paced environment. Maintaining a high level of confidentiality is a must.




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Job No:
Posted: 12/25/2018
Application Due: 7/22/2019
Work Type: