Gift Services Specialist

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please  to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews.

Claremont, CA

Gift Services Specialist

Department:
Advancement

Supervisor:
Director of Advancement Services

Reporting to the Director of Advancement Services, the Gift Services Specialist will provide support to the Advancement office by receiving, recording, and receipting all transactions, including gifts and pledges; managing files, information, and reporting; and ensuring data integrity. The Gift Services Specialist will support gift transaction coordination with the Finance Office, including preparing regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data.

Assist in preparing Advancement’s monthly clearing account reconciliation under the direction of the Director and help research and respond to routine Finance Office questions, escalating complex issues as needed.

Responsibilities will include managing records, data, and acknowledgements for gifts and pledges; assisting with ensuring data integrity; researching missing information and reconciliation issues; and preparing donor correspondence for gift receipts and acknowledgements, memorial letters, and other related communications. The Gift Services Specialist will maintain and update matching gift information in the database, and work to increase fulfillment. They will coordinate secondary acknowledgements and other notifications with the Donor Relations team.

The Gift Services Specialist will support gift transaction coordination with the Finance Office, including conducting regular gift feeds and assisting with journal corrections to align Advancement and Finance Office data. They will assist in preparing Advancement’s monthly clearing account reconciliation and addressing routine questions and concerns from the Finance Office under the direction of the Director.

Additionally, they will assist with onboarding, scheduling, and day-to-day work assignments for Advancement Services’ team of student workers under the direction of the Director. They will ensure up-to-date documentation of Advancement Services’ procedures, in line with industry standards. To ensure all of the above, the Gift Services Specialist will support projects to fit our procedures and use of software to Advancement and constituent needs, security standards, and industry standards.

The incumbent will participate in special projects as requested, or as deemed necessary.

• In an accurate and timely fashion, receive and process all gifts and pledges to the College, including cash, credit-card payments, securities, payroll deductions, online contributions, donor advised funds, and gifts-in-kind according to Pitzer College practices and IRS and CASE guidelines.
• Record gifts from advancement fundraising platforms (e.g. crowdfunding, phonathon, etc.).
• Prepare receipts and forms for signature and distribute paperwork related to payroll deductions, matching gift contributions, stock gifts, etc. to appropriate personnel.
• Prepare ACH donation reports and other periodic reports for TCCS and Pitzer’s treasurer’s office and for use in gift batches. Maintain a good line of communication with these offices to ensure prompt updates when ACH donations and wire transfers are received.
• Manage and ensure data integrity related to gifting. Update databases and other ancillary fundraising programs, as needed.
• Respond to Advancement fundraising needs by creating and updating giving pages.
• C…