Gift Administration Specialist

Job Summary

The Gift Administration Specialist supports the Gift Administration function through the timely and accurate processing, receipting, recording, and reconciliation of gifts and pledges to the Institute. Processes all forms of contributions, including checks, credit cards, EFTs, stock transfers, payroll deductions, matching gifts, and pledges, ensuring transactions are accurately entered into Blackbaud CRM (BBCRM) and aligned with donor intent and designation. Maintains the integrity of revenue, biographic, and designation records and prepares supporting documentation for audits.

Performs daily reconciliations between BBCRM, Georgia Tech Foundation financial systems, and related records, and assists with audit activities under the direction of the Director, Gift Administration. Follows established receipting procedures, reviews vendor receipt proofs, and ensures compliance with IRS regulations, State of Georgia requirements, and applicable CASE, NACUBO, and FASB standards. Responds to phone and email inquiries, collaborates with schools, colleges, administrative units, GT affiliates, and the Georgia Tech Foundation, and communicates professionally with donors and colleagues.

Reports to the Director, Gift Administration. Interacts with and advises students, staff, and faculty. Supervision:
None.

• Job Duty 1 - Process check deposits and monitor incoming donations across all gift channels. Check, credit card, EFT, stock transfers, payroll deduction, matching gifts, pledges, and other gift vehicles coordinating record keeping across all GT affiliates.
• Job Duty 2 - Perform timely and accurate gift entry and updates in Blackbaud CRM (BBCRM), determining the correct designation based on the donor's stated intent and maintaining the integrity of revenue, biographic, and designation records.
• Job Duty 3 - Manage and complete gift receipting workflows as directed by Gift Administration leadership, including the review and approval of vendor mailing receipt proofs.
• Job Duty 4 - Maintain complete documentation of all CRM updates and supporting materials for audit purposes.
• Job Duty 5 - Review transactions, supporting documentation, and general ledger activity for accuracy; identify and correct discrepancies. Perform daily reconciliations between BBCRM, the Georgia Tech Foundation's financial systems, and supporting documentation.
• Job Duty 6 - Coordinate and support daily audit processes under the direction of the Director, Gift Administration, ensuring all updates within BBCRM are properly documented for audit review.
• Job Duty 7 - Ensure compliance with IRS regulations governing charitable gift acceptance, processing, and receipting, State of Georgia requirements, and CASE, NACUBO, and FASB reporting standards, as well as Georgia Tech and Georgia Tech Foundation gift acceptance policies.
• Job Duty 8 - Serve as a point of contact for incoming phone and email inquiries to the Gift Administration department. Coordinate with schools, colleges, and administrative units across the Institute, GT affiliates, and Georgia Tech Foundation staff to ensure timely and accurate gift reporting and to resolve gift-related questions.
• Job Duty 9 - Utilize online forms, portals, and web-based applications to access information, prepare data, and manage assigned work; track and complete tasks through the team's project management system. Maintain and update documentation of gift administration processes and standard operating procedures.
• Job Duty 10 - Perform other related Gift Administration duties as requested or required, including support for special projects, year-end and campaign reporting cycles, and professional development on current trends in non-profit gift accounting. Other duties as assigned.

• Educational Requirements:
  
  High school diploma, GED, or vocational training.
• Other
  
  Required Qualifications:
  
  Overnight travel required for project delivery; flexibility in on-site daily service delivery hours (due to client shift schedules, project requirements).
• Required Experience:
  
  1+ years of related experience; experience in higher education advancement, a foundation, or other non-profit…