Advancement Operations Coordinator - Gift Services

Job Description

Help power the impact behind MSOE's mission. We invite applications for a full-time Advancement Operations Coordinator - Gift Services to ensure philanthropic gifts are processed accurately, acknowledged thoughtfully, and aligned with donor intent. This role is the support behind the philanthropic engine that keeps our University Advancement team strong! If you value precision, teamwork, and supporting a university dedicated to real-world results and impact, we invite you to learn more about us!

Who We Are

Milwaukee School of Engineering (MSOE) is an academic institution intrinsically tied to the real world - a confluence of industry knowledge, work ethic and an enduring desire to know more. The university offers Bachelor's and Master's degrees in engineering, computer science, machine learning, user experience, construction management, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for big opportunities and small enough for personal attention.

A Small University Dedicated to Achieving Big Things

MSOE is a supportive environment where everyone is valued. Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE's top priority is serving our students. By joining our community, you are building the leaders of tomorrow.

Our Mission

MSOE is the university of choice for those seeking an inclusive community of experiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values - collaboration, excellence, inclusion, innovation, integrity and stewardship - which represent the core of our campus culture. MSOE has embarked on an ambitious strategic plan, Extraordinary Together, that propels the institution forward.

At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual.

Our Leadership

MSOE is under the leadership of Dr. Eric Baumgartner. He began his Presidency in January 2026 after having served as the Executive Vice President of Academics at MSOE since 2017.

Summary

Reporting to the Sr. Director of Advancement Operations, the Advancement Operations Coordinator - Gift Services works both independently and as a valued member of a team to collaboratively support the philanthropic process. Responsibilities include, but are not limited to, processing and acknowledging donations and serving as both a subject matter expert and generalist resource for donors and internal clients. The coordinator also acts as a department liaison to the Finance office, assisting in periodic reconciliation and other collaborative work.

Other duties include maintaining constituent records, administering pledge reminders, reviewing mailing lists, participating in special events as needed, helping with basic office functions, and other duties as assigned.

Essential Duties and Responsibilities

Gift Processing and Acknowledgment

* Ensure that gifts and pledges are batched, processed, and documented in a timely manner and consistent with both accounting requirements and development best practices. This includes the daily processing of online and offline gifts; entry of pledges and other expectancies; monitoring payroll deductions and recurring gifts; electronic and (if applicable) physical filing of supporting documentation; and physical delivery of gifts and supporting documentation to the Finance office.

* Ensure the accommodation of donor intent, collaborating with staff as necessary to identify appropriate gift Funds and substantiate processing decisions.

* Produce and coordinate the review of gift receipts, acknowledgments, pledge reminders, and year-end statements, ensuring systematic quality control and overall accuracy.

Accounting and Administration

* Serve as a department liaison to the Finance and Student Accounts offices, assisting in reconciliations, troubleshooting, and other collaborative work.

* As requested by Director, coordinate signature collection on Gift Agreements and Fund Creation Forms; create new Fund records in the Advancement database.

* Track gift agreement status and upload final…