Gift Processing and Records Coordinator – 501159

Job description

Gift Processing and Records Coordinator – 501159


Under minimal supervision, serves as the frontline for contact with alumni and other donor constituencies related to gifts, process gift and pledge adjustments and is responsible for performing a variety of complex duties associated with confidential gift processing function. Receives gifts to the University in the form of checks, charge cards, stock transfers or other valuables, and develops and maintains procedures manual for gift and pledge entry and maintenance. Ensures compliance with accounting principles, University policy, state, and federal laws.


Gift Processing and Records Maintenance

  • Provides customer service to alumni and other donor constituencies, regarding donor designation, allocation, receipts, and recognition. Counsels division and department leadership, donors, gift officers, and others on IRS compliance and university regulations, processes and procedures on charitable donations.
  • Processes large volume of gifts in the form of cash, checks, charge cards, stock transfers, IRA transfers, royalty payments or other valuables.
  • Identifies processing problems or deficiencies, takes corrective action and makes recommendations for changes. Researches and resolves problems related to transactions and other activities handled by the unit.
  • Analyzes gifts and documentation to determine legal donor, gift category, IRS charitable types and funds for application and charitable gift eligibility. Works with gift officers to coordinate appropriate pledge applications/designation.
  • Verify and ensure acquisition of matching gifts. Research donor employment for matching gift eligibility; process on-line matching gift verifications from matching gift companies; notify donor or gift officer of matching gift opportunity; update and maintain matching gift information in system; process information to follow up on matching gift forms not received from donors and payments not received from matching gift companies to maximize donations. Make appropriate updates in system to employment and matching gift status.
  • Administers gift acknowledgement process for donors. Coordinates with Donor Relations on gifts from key donors, pledges or fund, a foundation or a matching gift company.
  • Create new and maintain existing biographical records and information including addresses, business and employer information, matching gift company information, name changes and other facts pertinent to our constituents. Review gift document and multiple additional sources including the BBNC connector, staff updates, etc.
  • Maintains specific modules of the donor database; manages appropriate department records in accordance with applicable policies and standards; creates regular and ad-hoc reports as requested and assists management in interpretation of reports.
  • Assisting other coordinators with entering gifts and/or biographical data as needed during peak periods.


  • Follow processes and procedures for compliance with Family Education Rights and Privacy Act (FERPA), National Automated Clearing House Association (NACHA), Payment Card Industry (PCI), Identity Theft procedures and university policies.
  • Ensure compliance with legal and professional standards, including IRS substantiation and disclosure regulations, CASE management and reporting stands, FASB accounting standards, matching gift program policies and giving societies and other professional and institutional standards and practices.
  • Assist with data integrity and enhancement processes. Assists in conducting internal audits of data entry, gift processing, and gift classifications.
  • Assists senior level staff with researching current legislation and compliance regulations on a wide variety of compliance practices as appropriate. Participates in the review of revisions to existing policies and procedures. Suggests refinements to policy and procedures to ensure compliance and efficiency.
  • Research, prepare and lead of training to the university community on appropriate federal, state, local, and university compliance guidelines.
  • Participate in testing of enhancements to The Raiser’s Edge module.

Other Duties

  • Complete special projects as assigned by the Assistant Vice President for Advancement, the Director of Advancement Operations, and the Assistant Director of Advancement Operations.
  • Prepare and distribute regular and adhoc reports for Advancement VPs and executive leadership on donor gifts.
  • Perform other related duties as assigned.


  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Skill in the use of personal computers and related software applications.
  • Records maintenance skills.
  • Ability to interpret, analyze, and advise on the application of compliance laws and regulations in employment and academic settings.
  • Ability to write reports containing technical information.
  • Knowledge of The Raiser’s Edge and computing/database skills
  • Knowledge of IRS charitable donation and acceptance regulations.
  • Knowledge of accounting principles.
  • Familiarity of fund-raising principles and campaign standards.
  • Understanding of principles of relational database and devising procedures for maintaining records.
  • Strong problem identification and solution skills, as well as strong organizational skills
  • Ability to analyze and interpret data to non-technical colleagues.
  • Ability to handle complex and multiple tasks.
  • Ability to work effectively under stress and adhere to tight deadlines.
  • Maintain confidentiality in the handling and dissemination of highly confidential information.


  • Associates degree or 4-year college degree highly preferred.
  • 3-5 years of experience in accounting, data entry, or advancement services required
  • Experience with a relational database (CRM) required, The Raiser’s Edge preferred.


  • Full-time, non-exempt position
  • Monday – Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week
  • Requires some nights and weekends for Advancement related events (Homecoming, Reunions, etc.)
  • requires overtime work during times when gift entry is heavy (calendar and fiscal year end)

Pay Grade 4
To see more detailed salary information please review the University of Richmond's Compensation Structure.

Located minutes from downtown Richmond, Virginia, the University of Richmond ( blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. Richmond offers a unique combination of undergraduate and graduate programs. Our School of Arts & Sciences anchors Richmond as a nationally ranked liberal arts university. A ranked business school, the nation’s first school of leadership studies, a highly respected law school, a nationally recognized international education program and the community-focused School of Professional and Continuing Studies build on that strong foundation and make this university something unique.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE




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Job No:
Posted: 3/5/2019
Application Due: 3/28/2019
Work Type: