Coordinator, Gift & Biographical Processing

Sewanee; Sewanee (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Sewanee is seeking a detail-oriented records specialist to process gifts and pledges, ensuring donor intent is respected and data integrity is maintained across the advancement systems. You will classify, receipted, and reconcile transactions while supporting staff with reporting needs.

The role requires independent judgment, strong attention to detail, and experience with databases and accounting tasks. Collaboration with Advancement and Finance is essential.

Qualifications

• Strong attention to detail and data integrity.
• Ability to exercise independent judgment and maintain confidentiality.
• Experience with database and accounting tasks preferred.
• Proficiency with Microsoft 365 and Google Workspace.

Responsibilities

• Review, code, and process gifts and pledges to correct classifications.
• Respond to donor and staff questions regarding gift transactions.
• Maintain gift and constituent records across systems.
• Reconcile gift transactions and resolve discrepancies.
• Process receipts and acknowledgments in accordance with IRS rules.
• Support reporting and data requests for Advancement.

Skills

Attention to detail

Independent judgment

Analytical skills

Effective communication

Multitasking

Education

High school diploma or equivalent

Post-secondary education preferred

Tools

Microsoft 365

Google Workspace

CRM systems

Advancement databases

Job description

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.

Position Appointment Details:

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

Typical Duties & Responsibilities:

• 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.

Judgment Required:

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

Budgetary Responsibility:

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.

Machines & Equipment Used:

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.

Personal Interaction/Communications:

Student Contact:

Work Study - May provide training, direction, and assistance related to gift processing, data entry, and departmental procedures.

Internal:

Advancement staff, gift officers, Finance, faculty, administrative department heads, and other University departments - Frequent to daily interaction to answer questions, provide information, research and resolve gift, pledge, constituent, and data-related issues, and coordinate processing activities.

External:

Donors, parents, alumni, employers, financial institutions, foundations, other organizations, and University representatives - Regular interaction to provide information, answer questions, obtain or clarify gift and pledge information, resolve processing issues, and support accurate gift recording, receipting, and matching-gift processing.

Education:

• High school diploma or equivalent.
• Post-secondary education preferred.

Experience:

• At least 2 to 3 years general database and/or accounting experience preferred.
• Proficiency with Microsoft 365 and Google Workspace applications,
  • including Word, Excel, Google Docs, Google Sheets, and Gmail.

Job Related Skills:

• Requires strong attention to detail, accuracy, analytical and problem-solving skills, and the ability to interpret and apply policies and procedures.
• Must exercise independent judgment, maintain confidentiality, manage multiple priorities, communicate effectively, and work well both independently and as part of a team.
• Proficiency with Microsoft 365, Google Workspace, advancement databases, CRM systems, and related technologies required.

Confidential Information:

Donor giving histories, Social Security numbers, credit card and bank account information, prospect and constituent information, and other confidential financial and personal information.

Working Environment:

Normal office environment. May experience periods of increased workload during fiscal year-end, campaign activity, and other high-volume processing periods.

Physical Requirements:

Ability to perform normal office duties, including extended periods of computer use, sitting, and working with detailed information.

Any additional requirements specific to this position:

The position requires a high degree of accuracy, confidentiality, dependability, and attention to detail. The employee must be able to work effectively under established deadlines and during periods of increased transaction volume.