Gift & Records Processing Specialist

About the role

The Gift & Records Processing Specialist performs essential operational tasks to ensure accurate and timely recording of donor gifts and the maintenance of constituent biographical information within UMAF’s constituent relationship management (CRM) system on Salesforce Education Cloud. This position supports UMAF’s fundraising, accounting, and donor stewardship functions by processing gifts, managing data uploads, and ensuring the integrity of financial and biographical information.

This position functions as part of the Gift and Donor Services team and collaborates closely with colleagues across Advancement Services and Foundation Information Technology teams.

This is a full-time hybrid position and is open to employees in select US states:
Massachusetts, New York, Connecticut, Rhode Island, and New Hampshire.

Process and record all philanthropic gifts received via cash, check, credit card, EFT, securities, and online giving portals. Verify donor intent, designation coding, and compliance with UMAF policies and IRS regulations. Review, enter, and reconcile pledges, pledge payments, and adjustments, including reversals and write-offs as directed. Generate and distribute donor receipts and pledge statements in accordance with established procedures and schedules.

Assist with daily and monthly gift batch reconciliation. Maintain documentation for all transactions to support audit and compliance requirements.

Maintain and update constituent records in Salesforce, including contact information, employment, marital status, degrees, affiliations, activities, awards, special handling, and relationship data. Conduct research and verify biographical updates from trusted external and internal sources. Process change requests submitted by Advancement colleagues and ensure appropriate data validation. Create new constituent records and maintain proper data relationships and affiliations in the CRM. Participate in data quality reviews and assist with standardization of biographical and gift data processes.

Use Salesforce data management tools to import, update, or export data related to gifts, pledges, and biographical information. Validate data formatting and troubleshoot integration or mapping errors. Support data migration, testing, and clean-up projects during CRM enhancements and new feature rollouts. Document standard operating procedures for data upload, mapping, and maintenance tasks. Collaborate with the Information Systems and BI teams to improve data integrity across Advancement systems.

Provide professional, courteous customer service to donors, internal colleagues, and campus partners. Respond to inquiries related to gift posting, receipting, and donor records. Serve as a cross‑trained backup within the Records & Gift Processing team during periods of high volume or staff absences. Participate in departmental meetings, audits, and data governance initiatives.

Assistance with additional projects, process improvements, and data initiatives as assigned.

• Associate’s degree required;
  Bachelor’s degree preferred.
• Minimum of 2–3 years of experience in advancement services, gift processing, data management, or accounting.
• Experience with Salesforce Education Cloud or similar CRM systems.
• Familiarity with data import/export tools.
• Understanding of nonprofit gift processing standards and IRS regulations related to charitable contributions.
• Strong analytical, problem‑solving, and data auditing skills.
• Excellent attention to detail, accuracy, and data confidentiality.
• Demonstrated ability to work independently and as part of a collaborative team.
• Clear communication skills, adaptability, and commitment to UMAF’s values of service, teamwork, excellence, and accountability.

20 vacation days, 12 holidays, 12 sick days, 5 personal days, and 2 office closure days. Four‑day summer work week. 401(k) plan. You contribute 5% and receive a 10% match. Health insurance packages for medical,…