Advancement Operations Coordinator - Gift Services

Milwaukee School of Engineering (MSOE); Milwaukee (WI); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Vision insurance

403(b) retirement plan with matching

Paid Time Off

Paid parental leave

Job summary

Milwaukee School of Engineering (MSOE) is hiring a full-time Advancement Operations Coordinator – Gift Services to manage the processing and acknowledgment of philanthropic donations. This role supports the university's Advancement team by ensuring accuracy and proper documentation of gifts while also serving as a liaison with the Finance office. Candidates should have a Bachelor’s degree and at least 2 years of relevant experience. MSOE offers a collaborative work environment and comprehensive benefits including medical, dental, and retirement plans.

Qualifications

• Minimum of 2 years of fundraising, gift processing, accounting, or related administrative experience.
• Proficiency in Microsoft Office applications including Outlook, Word, Excel; PowerPoint preferred.
• Experience with Raiser's Edge is preferred but not required.

Responsibilities

• Ensure gifts are processed and documented accurately in a timely manner.
• Serve as a liaison between Advancement and Finance offices.
• Maintain filing systems and conduct periodic audits.

Skills

Detail-oriented

Time management

Effective communication

Education

Bachelor's degree

Tools

Microsoft Office

CRM database

Job description

Overview

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 documents to the University Advancement database.
• Participate in the documentation of standard workflows and gift-related processes and procedures.

Records Management and Reporting

• Maintain filing systems (electronic and, where applicable, hard copy) for gift backup, gift agreements, pledge forms, acknowledgments, reminders, and other related documents.
• Conduct periodic audits to ensure complete and accurate documentation and substantiation of gifts, pledges, and gift agreements.
• Assist in the development of, and ensure compliance with, filing protocols and naming conventions.
• Assist in coordinating student worker project requests and monitoring/supervising data entry.
• Create and maintain templates and checklists, as requested, for recurring division activities.
• Compile data, as requested, for department reports.
• Assist with data entry, auditing, and cleanup projects.

Other Duties and Responsibilities

• As requested, maintain internal University Advancement "how to" resources and complete special projects related to the tracking of division goals.
• Maintain and upgrade skills by actively monitoring industry publications / white papers and participating in conferences, webinars, and professional societies.
• Provide general support for office activities and events identified for all‑staff support by University Advancement leadership.
• Oversee student work (if/as necessary) on select projects.

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.

Qualifications

• A Bachelor’s degree is strongly preferred.
• Minimum of 2 years of fundraising, gift processing, accounting, and/or related administrative experience.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel; PowerPoint preferred.
• Customer relationship management (CRM) database experience and familiarity with CASE reporting standards and/or gift accounting practices is highly desirable.
• Experience with Raiser's Edge is preferred but not required.

Skills and Abilities

• Must be detail‑oriented and able to multi‑task effectively in a collaborative, team‑oriented environment.
• Ability to stay organized and utilize time management skills.
• Ability to absorb and synthesize new information quickly.
• Ability to read and interpret documents such as policies, procedures, and technical manuals.
• Ability to author routine reports, correspondence, and procedure documentation.
• Ability to effectively communicate orally and in writing.
• Ability to use numbers to solve problems involving concrete variables in standardized situations.
• Ability to exercise sensitivity and professionalism when dealing with university staff, alumni, donors, and other constituents.
• Ability to use judgment, tact, and discretion when handling complex and confidential material.

Physical Demands

While the employee is largely sedentary when performing the duties of this position, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areas on campus. Ascending and descending stairs (building does not include an elevator).

Benefits

MSOE offers competitive, fully comprehensive benefit plans to all full‑time employees including medical, dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement plan with company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and family members.

EEO Statement

It is the policy of MSOE to provide equal employment opportunity to all individuals regardless of their race, ethnicity, color, creed, religion, sex, age, national origin, physical or mental disability, military and veteran status, sexual orientation, gender identity, genetic characteristics, marital status or any other characteristic protected by local, state or federal law. This policy applies to all jobs at the University and to all the terms, benefits and conditions of employment/enrollment.

Accommodation Statement

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Code

Job Code: 222