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Gift Processing Coordinator (Part-time)

Hartwick College
Oneonta, NY

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Job Details

Date: December 21, 2021
Title: Gift Processing Coordinator (Part-time)

Description: Under the supervision of the Director of Advancement Services, 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 Accounting 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 he/she is the sole custodian of donor funds submitted to the College until transmitted to the Business office. The Gift Processing Coordinator works 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 Leadership Annual Giving Officer to obtain the proper collection of data entry required to record Phonathon pledges
  • 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
  • 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
  • Supports the annual auditors and provides necessary documentation of gifts and pledges received
  • Stays apprised of the current IRS regulations and advising staff members of the current IRS laws
  • Participates in significant campus activities, including Welcome Week, True Blue Weekend and Commencement Weekend
  • Expected to comply with all applicable College, Federal, State, local and associational regulations
  • As a representative of the College, expected to comport oneself in a professional manner at all times, both on and off campus
  • Performs other duties as assigned

Qualifications: Minimum of a high school diploma or equivalent and/or preference given to experience in accounting, finance or bookkeeping.

  • Excellent typing and grammar skills (40 wpm with a high level of accuracy)
  • Analytical skills
  • Basic accounting Skills
  • Detail oriented
  • Knowledge of stocks, charitable remainder trusts, and donor advise funds as assets
  • Experience prioritizing projects
  • Able to review work for accuracy
  • Ability to multi-task with interruptions in an energetic, high paced environment
  • Experience with Microsoft Word and Excel is required
  • Experience with mail merge functions
  • Experience with IRS regulations relevant to non-profit organizations is desired
  • Ability to maintain a high level of confidentiality is required
  • Ability to adapt to technology changes

All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment.

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.”

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.

All applicants are asked to submit the following materials with their online applications:

  • A cover letter;
  • A resume;
  • A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (; and
  • The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.

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Working at Hartwick College 

An independent, residential liberal arts college enrolling approximately 1500 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority.  Located in the scenic Susquehanna River valley in Oneonta, NY, near the northern foothills of the Catskill Mountains, the College has adopted a Liberal Arts in Practice curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Our Mission
Hartwick College, an engaged community, integrates a liberal arts education with experiential learning to inspire curiosity, critical thinking, creativity, personal courage and an enduring passion for learning.

Our Purpose
Our purpose as a college of the liberal arts and sciences is to educate people who will thrive in and contribute to the world of the future; people who are prepared to meet the personal, intellectual, and social challenges of a rapidly changing and increasingly interdependent world.

Hartwick graduates will be noted as being able to thrive in a world of global interdependence in which people of the broadest range of national, ethnic, social, and personal backgrounds will interact personally and technologically.

To thrive in this context will require that Hartwick students learn to: understand the world from a variety of perspectives; work constructively with people from a variety of backgrounds and life experiences; be avid learners and critical thinkers; communicate effectively and have a well-developed personal presence; be purposeful in their actions and value-based in their decisions; and know how to use information technology resources as a routine tool to enhance effectiveness.

Our Values
We are:

  • a college of the liberal arts and sciences, focusing on the development of the disciplines of thinking, learning, analyzing, communicating, and values-based judgment;
  • a relationship college, focusing on the development of a 24 hour per day, seven day per week, residential educational experience characterized by personal responsibility and collaborative relationships among faculty, students, and staff; and
  • a future-directed college, focusing on educating people in ways that will make them effective and contributing citizens to the world of their future.

Our Character:
By being intentional in fulfilling our values—taking those actions that help us better be what we believe we should be—we are a college of both quality and distinctiveness. We are a future-directed community of learners where students, faculty, and staff are mutually engaged in intellectual, social, and personal learning inside and outside of the classroom. Our curricular and co-curricular educational experience emphasizes: shared and interdependent learning; a balance of challenge and support; a caring commitment to the individual; intellectual, social, and individual rigor; the development of personal responsibility; and approaches that link theory and practice, what we term "The Liberal Arts in Practice." 

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