Advancement Services Specialist

Florida Gulf Coast University; Lexington (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

Florida Gulf Coast University is seeking an Advancement Services Specialist to support University Advancement by entering data and maintaining the Raiser's Edge donor database. You will ensure accurate constituent records, process gifts, and prepare acknowledgement letters and tax receipts as appropriate.

In this role you will collaborate with campus partners to reconcile gift data, handle confidential records, and support various projects while upholding data integrity and compliance with

Qualifications

• Requires a high school diploma and four years of full-time related experience.
• Professional experience in data entry, records management, or clerical support.
• MS Office experience (Outlook, Word, Excel, PowerPoint).
• Any relevant education/experience/certifications may be considered.

Responsibilities

• Receives, logs, posts, and receipts all donations daily using Raiser's Edge NXT.
• Maintains accurate data for cash, checks, and online contributions.
• Prepares donor acknowledgement letters and tax receipts as appropriate.
• Maintains constituent records and gift documentation per retention guidelines.
• Ensures compliance with monetary handling protocols and cash receivables.
• Assists with tribute cards, mail merges, and project mailings.
• Processes matching gifts and related paperwork; supports gift data reconciliation.
• Performs donor database cleanup and maintains confidential records.

Skills

Data entry

Records management

Clerical support

Interpersonal skills

Education

High school diploma

Four years related experience

Bachelor’s Degree in Accounting/Business/CS

Tools

Raiser's Edge

Microsoft Office

Job description

Job Summary

The Advancement Services Specialist supports University Advancement by entering data and helping maintain the Raiser's Edge database, ensures accurate constituent records, processes gifts, mails acknowledgement letters and assists with various projects. This role is essential to maintaining the integrity of the donor database, ensuring timely gift entry and acknowledgement, and supporting the overall success of Advancement initiatives.

FGCU is building a culture of curiosity, commitment and collaboration. We value employees who successfully work with others and drive positive change through critical thinking and decisive action. If you thrive in an environment of innovation, accountability and mutual respect, you will find a good home here.

Job Description

Typical duties may include but are not limited to:

• Receives, logs, posts, and receipts all donations daily using Raiser's Edge NXT donor software.
• Maintains an accurate and efficient data process for cash, check, and online credit card contributions.
• Prepares timely and accurate donor acknowledgement letters and tax receipts as appropriate for each gift.
• Maintains constituent records, gift documentation and other vital information in accordance with record retention guidelines.
• Ensures compliance with all monetary handling protocols, including the cash receivables procedure.
• Assists with tribute cards and other correspondence.
• Assists with project mailings, manipulates data and uses mail merge.
• Processes matching gifts, including completion of all related paperwork and responding to requests made by matching gift organizations as needed.
• Performs special clean-up projects within the donor database.
• Maintains all confidential donor records in accordance with University Advancement Policies and Procedures.
• Communicates with internal Advancement staff and campus partners to ensure accurate and timely recording of gifts.
• Collaborates with the Foundation Finance team as needed to reconcile gift data with Financial Edge.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and four years of full-time experience directly related to the job functions.
• Professional work experience with data entry, records management, or clerical support.
• Computer experience in Microsoft (MS) Office (Outlook, Word, Excel and PowerPoint).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor’s Degree from an accredited institution in Accounting, Business, Computer Science, Information Systems, Business Administration or closely related field.
• Data entry/support experience in a non‑profit setting. Experience with fundraising or financial record keeping.
• Experience with Raiser's Edge (donor record software).

Knowledge, Skills & Abilities:

• Knowledge of and proficiency with database management applications, such as Raiser's Edge.
• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams.
• Strong attention to detail and high level of data entry accuracy.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills and the ability to prioritize and complete simultaneous projects.
• Ability to create, compose, and edit written materials.
• Ability to interact in a professional manner with staff, faculty, students, and the community in a service‑oriented environment.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to take initiative to plan, organize, coordinate, and perform work in various situations when numerous and competing demands are involved.
• Ability to maintain confidentiality and discretion at all times.

Institutional Values & Behavioral Expectation

• Seek out new approaches to improve outcomes; remain open for feedback and new ideas.
• Lead with integrity; consistently produce high-quality work; persevere to overcome obstacles to meet deadlines and achieve deliverables.
• Share information and insights thoughtfully; build partnerships across departments; communicate respectfully; support colleagues to achieve common goals.

Pay Grade 15

FGCU is a State University System of Florida member and an Equal Opportunity and Equal Access employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.