Coordinator of Advancement Services

Case Western Reserve University; Cleveland (OH); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Case Western Reserve University seeks a coordinator of advancement services to support gift processing, data maintenance, and online giving transactions. The role reports to the associate director and helps manage GiveCampus and related reporting.

The position emphasizes accuracy, compliance with IRS rules, and collaboration with campus partners to ensure smooth advancement operations.

Qualifications

• Bachelor's degree required, preferably in accounting or finance.
• 1–3 years of professional fundraising/ data administration experience.
• Familiarity with online giving platforms (GiveCampus, Classy, etc.).
• Strong communication and organizational skills; ability to handle confidential information.

Responsibilities

• Process and verify complex gifts and pledges in the CRM Advance system.
• Administer the GiveCampus platform and support donor experience.
• Maintain constituent records with regular audits and data integrity checks.
• Provide accounting and project support during peak periods and prepare reports.

Skills

Gift processing

Data entry

CRM Advance

Excel

Attention to detail

Discretion

Team collaboration

Excellent communication

Education

Bachelor's degree in accounting/finance

Tools

Ellucian Advance CRM

Cybersource

GiveCampus

Job description

The coordinator of advancement services provides critical administrative and operational support to ensure accurate and timely processing of charitable gifts, constituent data maintenance, and online giving transactions. Reporting to the associate director of advancement services, this position plays a key role in administering the university's online giving platform (GiveCampus), assisting with gift processing, supporting compliance and reporting, and contributing to the efficiency of Advancement Services operations.

ESSENTIAL FUNCTIONS

• Gift Processing and Data Entry: Process and verify complex charitable gifts and pledges in the CRM Advance system, including domestic and international wire transfers, stock transfers and third-party payments, that require specialized and customized gift processing procedures. Responsible for ensuring accuracy and integrity of donor contribution data. Use critical thinking and analytical tools to identify any data anomalies and recommend solutions. Analyze and interpret data for donor reporting, exercising professional judgment and discretion to provide meaningful insights. Monitor development holding accounts, reviewing donor contribution data, and ensure compliance with IRS and charitable regulations. Prepare, review and distribute donor gift receipts in alignment with IRS and CASE standards. Conduct in-depth investigation into financial anomalies, compliance issues or donor directives. Assist with reconciliation of daily deposits, credit card transactions, and online giving activity. (40%)
• Online Giving Platform (GiveCampus) Administration: Serve as the primary administrator for the university's GiveCampus platform. Manage campaign setup, page creation, and donor experience support. Monitor daily online giving activity, troubleshoot issues, and ensure data is integrated accurately into the CRM. Coordinate with campus partners, Finance, and Advancement Services staff to reconcile online transactions. (25%)
• Data Maintenance and Stewardship: Update and maintain constituent records to ensure accuracy, consistency, and completeness. Responsible for ensuring accuracy and integrity of donor contribution data. Conduct regular audits and data integrity checks under guidance of the Associate Director. Support reporting needs by generating gift and donor activity reports. (20%)
• Administrative and Operational Support: Provide accounting and project support for Advancement Services leadership. Assist with the creation and upkeep of departmental procedure documentation and training materials. Support seasonal or high-volume periods such as year-end processing, annual giving campaigns, and Day of Giving initiatives. (15%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (<1%)

CONTACTS

Department: Regular and extensive interaction with director, associate director, executive director and other department staff as required to perform essential functions.

University: Contact with the senior vice president, vice presidents, deans, trustees, alumni, chief development officers, senior staff in schools and college, faculty and staff as required to perform essential functions.

External: Contact with donors, alumni, foundation representatives, community organizers/advocates, corporate executives, and federal, state, and local government officials. Contact with visitors, academic boards and organizations as required to perform essential functions.

Students: Contact with undergraduate, graduate, and professional students as required to perform essential functions.

QUALIFICATIONS

Experience: 1 to 3 years of professional experience in fundraising services, nonprofit operations, data administration, gift accounting or related administrative roles. Experience with online giving platforms (e.g., GiveCampus, Classy, etc.) preferred.

Education: Bachelor's degree required, preferably in accounting or finance.

REQUIRED SKILLS

• Excellent interpersonal skills, including demonstrated ability to interact effectively with senior-level professionals within the university as well as external constituencies. Must be able to work both independently and collaboratively with colleagues. Ability to interact with colleagues, supervisors, and customers virtually and face to face.
• Strong attention to detail with ability to process high-volume transactions accurately.
• Familiarity with online giving platforms; prior experience with GiveCampus desired.
• Excellent organizational, communication, and problem-solving skills.
• Ability to handle confidential donor and financial information with discretion.
• Commitment to customer service and collaborative teamwork.
• Must possess strong organizational and time management skills.
• Computer proficiency (including Microsoft Office) and the ability to learn new programs. Proficiency with Microsoft Office Suite (Excel and Word), Google Workspace; experience with or ability to learn and support Ellucian CRM Advance, Cybersource, and other related technologies.
• Familiarity with Ellucian Advance CRM highly desirable.
• Ability to meet consistent attendance.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

WORKING CONDITIONS

General office environment with extensive computer use. Occasional extended hours during peak processing times (e.g., Day of Giving, fiscal and calendar year-end).

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.