Coordinator, Gift & Biographical Processing

Primary Function:

Utilizing knowledge of IRS, CASE, University, and Advancement gift policies and procedures, independently process, analyze, and maintain gifts, pledges, and related constituent information in the University's advancement database and connected systems. This position ensures gifts and pledges are accurately recorded, appropriately designated, receipted, reconciled, documented, and maintained in accordance with donor intent, institutional policies, regulatory requirements, and reporting standards.

The position is responsible for maintaining a high level of data integrity across gift and constituent records, identifying and resolving discrepancies, supporting Advancement staff with gift-related questions and reporting needs, and providing timely and accurate service to internal and external constituents. The position requires independent judgment when interpreting policies, resolving complex transactions, determining appropriate coding and designation, and identifying necessary corrections to ensure the accuracy and integrity of advancement and financial records.

This position receives general supervision. Broad instructions are provided, and the employee uses judgment and experience to carry out assignments. Work is reviewed periodically for accuracy and completeness.

• Career Band: NE8
• Full-time hourly position
• Biweekly pay schedule

• Accurately review, analyze, code, and process gifts and pledges to the appropriate constituent, fund, designation, campaign, and other required classifications, ensuring compliance with donor intent and applicable policies.
• Apply knowledge of IRS, CASE, and University gift policies to identify and resolve questions or issues related to gifts, pledges, designations, receipting, and donor records.
• Process gift and pledge adjustments, corrections, transfers, and other transactions, including those that are complex in nature, while maintaining data integrity and appropriate documentation.
• Prepare accurate gift receipts and acknowledgments within established timelines and in accordance with applicable IRS requirements, ensuring the legal donor is appropriately receipted.
• Respond to questions from donors, gift officers, Advancement staff, Finance, and other University departments regarding gift and pledge transactions, designations, receipts, and related records.
• Maintain accurate constituent, biographical, activity, gift, and pledge information in the University's advancement database. Review and correct data discrepancies and perform quality-control activities to maintain data integrity.
• Assist with reconciliation of gift transactions, deposits, and related financial information; research and resolve discrepancies between advancement, payment, and financial systems.
• Research and process employer matching gifts and maintain appropriate documentation and follow-up.
• Maintain electronic documentation and supporting gift records in the University's document imaging and records-management systems.
• Utilize advancement, payment, and related systems and applications to process transactions, review electronic feeds, identify errors, and assist with resolving system or data issues.
• Provide information and assistance for gift, pledge, constituent, campaign, and other Advancement reporting and data requests.
• Maintain confidentiality of donor and financial information and follow established University policies and procedures.
• Participate in process improvements, system changes, testing, and cross-training as related to gift and biographical processing.
• Perform other duties as assigned.

Performance of the essential duties of this position depends on independent ingenuity and developmental efforts.

Performance of the essential duties of this position requires independent judgment, initiative, and attention to detail. The employee must interpret and apply established policies and procedures, identify and resolve discrepancies, determine appropriate gift coding and processing, and recognize matters requiring additional review or approval.

Personal computer, telephone, printer, scanner, copier, and other standard office equipment; advancement database/CRM, document imaging, payment processing, Microsoft Office, and other related software and systems.

Work Study
- May provide training, direction, and assistance related to gift processing,…