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Gift Administrator

University of Virginia

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The University of Virginia seeks a Gift Administrator to join the University Advancement team. As a member of the University of Virginia Gift Advancement Service’s team, the Gift Administrator position is responsible for researching, entering and maintaining data in the Advancement system and auditing the integrity of that data. This includes accurately identifying and entering gifts and pledge payments of various types including new pledges and adjustments. In addition, this position is responsible for updating biographical records for donors, prospects and corporations as needed and researching and maintaining all levels of biographical information. This position requires an individual who is detail-oriented with the ability to learn and comprehend a complex database and gift accounting rules. This position will also run reports and complete various administrative tasks as needed. Work is performed under general supervision within established policies and procedures with considerable independence and performance is based upon completion of assignments and results obtained.

This role requires the ability to understand and to use databases and other tools available and to choose the appropriate means to satisfy user requirements. Execution of duties requires integrity, independence, initiative, judgment, discretion, and reliability. The employee's work affects the accuracy of gifts reporting to donors, development officers, senior administrators and the financial system and directly impacts the integrity of the University’s Advancement program.


  • Processes donations made to the University, its related foundations and allied organizations daily using the University’s gift processing systems, policies and procedures (UVA Gift Manual), within established metrics for accuracy, productivity, timeliness, and customer service.

  • Processes donations via mail, following all policy and procedures.

  • Reviews and processes gifts, ensuring that quality control standards and required documentation packages are complete and accurate, and assigns purpose and solicitation codes and other required information.

  • Analyzes gifts to determine appropriate campaigns/appeals, designation(s), allocation(s), donor(s) and credit amounts for each gift to be processed.

  • Manages gift analysis and entry procedure and processes daily gift batches in a timely and accurate fashion to adhere to Advancement Service’s turnaround receipting/acknowledgment policy.

  • Works with Advancement Service’s team to produce various reports pertaining to gift transactions as requested.

  • Coordinates and processes data analysis and special entry projects as requested.

  • Assists with balancing and reconciling allocation/gift accounts when needed.

  • Assists with gift adjustments when needed.

  • Adds new constituent records to the database as needed, analyzes information and populates all appropriate data fields where information is available.

  • Organizes, coordinates, and maintains the integrity of hard and soft filing systems.

  • Assists with other gift processing, biographic and records related duties as assigned.

Required Qualifications:

  • Associate’s degree or equivalent work experience required.

  • Minimum of two years of working experience in a fast paced, high-energy environment.

  • Must be experienced in Microsoft office, particularly Excel, Word, and Access.

  • Must have experience in data entry and analysis.

Preferred Qualifications:

  • Bachelor’s degree.

  • Previous experience in a fund raising, sales or higher education environment.

  • Experience with Advance Web and Advance Performance or similar software.

  • Working knowledge of Advance Web or similar software.

  • Operation of computer applications and generation of reports.

  • Excellent oral and written communications skills.

  • Excellent interpersonal skills using tact, patience and courtesy.

  • Ability to represent the department and University in a friendly, courteous, and professional manner.

  • Good organizational skills and detail oriented working habits.

  • Ability to analyze data for appropriate posting.

  • Ability to learn complex data entry and new procedures quickly.

  • Ability to prioritize data entry projects and review work for accuracy.

  • Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University.

  • Knowledge of the University of Virginia’s development data, standards and practices.

  • Commitment to complete tasks in a timely manner.

  • Ability to work on multiple tasks with interruptions in an energetic environment.

  • Ability to work well under pressure with periodic heavy workloads.

  • Ability to work in a team environment, establishing and maintaining cooperative and effective working relationships with others.

  • Demonstrated self-motivation and personal accountability

  • Ability to maintain confidentiality of all donor records and other sensitive information

  • Knowledge of electronic collaboration tools – Zoom, Teams, etc.

Committed to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives, and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University.

UVA Advancement offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, some positions may be required to work intermittently in a shared office space located in Charlottesville, Virginia.

**This position will be filled part time at 40 hours per week.**

This position will remain open until filled. Review of Applicants will begin May 9, 2022. This is an Non-Exempt level part time, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $19/hr. - $25/hr. commensurate with education and experience. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Ashley Cochran, Senior Recruiter at

Please apply through Workday, and search for "Gift Administrator". Complete an application online and attach a cover letter and CV/resume all into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile.

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.


In 1819, the University of Virginia established a new model for intellectual exchange and cross-disciplinary collaboration in higher education. Two hundred years later, as a major research institution, we continue to challenge conventions, lead with ingenuity and advance knowledge for the common good.

What began as an innovative idea has become one of the nation’s leading public research universities, with over 21,000 undergraduate, graduate and professional students. UVA also has over 3,000 full-time faculty offering more than 400 degrees.

Each of the University’s eleven schools has its own distinctive mission, working together to garner consistently high rankings—including #2 Best Value Public College (Princeton Review, 2016), #3 Public University in the Nation (U.S. News & World Report, 2016), and #3 Best Value Among Public Colleges (Kiplinger’s, 2016).  

As we invest in and strengthen our research capabilities, UVA seeks new faculty ready to uncover new insights, rewrite old rules and collaborate on intellectual discoveries.


As an R1 institution, the University’s research centers, consortia and laboratories are on the leading edge of discovery and technology, offering collaborative spaces for students and faculty to solve global problems.

Our professors are recognized members of major national scholarly and professional organizations, including the National Academy of Sciences and the American Academy of Arts and Sciences. Our faculty’s engagement in interdisciplinary research is being facilitated by new research institutes specializing in everything from big data to brain functioning, and by cluster hires across schools.


UVA is also home to a nationally renowned academic medical center and the UVA Health System, which serves a three-part mission to treat patients, conduct translational research and train medical practitioners in a wide variety of disciplines.

Established as the nation’s 10th medical school in 1825, the institution has since grown to include a 612-bed hospital and a Level I trauma center, nationally recognized cancer and heart centers, a Children’s Hospital, and primary and specialty clinics throughout Central Virginia.

The UVA Medical Center is consistently ranked among the nation’s best hospitals by the U.S. News & World Report magazine and has been named among the top 25 percent in seven specialties.


The vast majority of UVA students come from the top 10% of their high school class, as well as from all 50 states, over 142 countries and a variety of socioeconomic backgrounds. Despite their diversity, all UVA students share a love of learning and a drive to achieve.

One of the reasons students choose Virginia is our unique residential culture. At UVA, the community of students, faculty and staff personifies the Jeffersonian idea that living and learning are connected. The Academical Village was constructed to support a unique residential experience, with faculty living in the Pavilions, students occupying Lawn rooms and the world-famous Rotunda at its heart. The University’s residential culture continues to support this experience today—strengthened by students, faculty and staff rich in backgrounds, ideas and perspectives. Our unique culture is also paying dividends in innovation:  UVA’s faculty have generated more than 130 patents since 2010.

Perhaps most importantly, faculty come to UVA knowing that instruction is as important as research, and they pride themselves on their many teaching awards.  Our best professors look for ways to encourage, mentor and develop tomorrow’s leaders inside and outside the classroom.


Living in Charlottesville you’ll find sophisticated restaurants, world-renowned wineries and breweries, cosmopolitan arts and music, friendly urban and suburban neighborhoods and a Piedmont landscape that has lured adventurous souls for centuries.  No wonder the U.S. National Bureau of Economic Research named Charlottesville the “happiest city in America” in 2014.

In addition to UVA and its health system, several major employers have facilities in Charlottesville, including State Farm, Northrop Grumman, the U.S. Department of Defense, GE and others.  Charlottesville is also becoming a center for innovative start-up businesses.  The University also actively helps spouses and partners of faculty members build their networks and pursue employment opportunities with a wide variety of area employers. 

The University of Virginia is an equal opportunity and affirmative action employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply. In accordance with the Americans with Disabilities Act Amendments Act of 2008 (ADAAA) and the Rehabilitation Act of 1973, qualified individuals with disabilities are protected from discrimination and may be entitled to reasonable accommodations to assist in their pursuit of employment at the University. This includes assistance in completing the online job application as well as reasonable accommodations during the interview process. Please contact the UHR Service Center: 434.982.0123 to request assistance.

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