Gift Coordinator

Pepperdine University; Calabasas (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Pepperdine University is seeking a Gift Coordinator to handle gift entry, acknowledgments, and reporting. The role ensures accurate gift receipts and letters in line with university policy.

The position requires a Bachelor's or 2+ years in advancement, strong writing, and solid office procedures. Regular, nonexempt, 40-hour weeks with competitive benefits are offered.

Qualifications

• Minimum a Bachelor's degree or 2+ years in advancement or gift entry.
• Ability to write and proofread donor communications accurately.
• Strong skills in day-to-day office operations and records management.

Responsibilities

• Enter annual fund donations via check, card, and mail; assist during high volume.
• Manage acknowledgments, gift receipts, and donor letters.
• Produce weekly, quarterly, and annual donor reports.
• Handle document retention, scanning, and archival duties.
• Oversee office purchases, reimbursements, and payment allocations.

Skills

Strong writing and proofreading

Office operations

Prioritizing workload

Independent work

General records management

Education

Bachelor’s degree or 2+ years in advancement

Non-profit or higher-ed experience (2 years)

Tools

Raiser's Edge

NXT

PeopleSoft

E-trieve

Job description

The Gift Coordinator manages the gift acknowledgment program, analyzes and enters donations into databases, manages gift retention, produces giving reports, manages special projects, and manages the department's financial needs. This role carries out University policies and ensures the accuracy and integrity of gift receipts and letters that are mailed to donors, which is a direct reflection of Pepperdine University.

Duties

• Gift Entry: enters all annual fund donations given via check or credit card; enters other miscellaneous donations received by mail; assists other gift processors with gift entry in times of high volume, and processes online donations as needed.
• Manages Acknowledgements: manages the Gifts and Records acknowledgement program and produces gift receipts and thank-you letters for the President, Vice-President of Advancement, and Program Directors; analyzes gift and fund information; reviews acknowledgements for overall accuracy and consistency; strategizes with Advancement fundraisers, donor relations, and the Advancement communications team to ensure appropriate areas have thank-you letters in place; oversees the annual update of all form letters; adds new letters to Raiser's Edge for download, and keeps the letter grid up to date.
• Reports: produces weekly, quarterly, and annual reports for donors, Board of Regents, and Advancement.
• Manages Document Retention: downloads and matches cover sheets with individual gifts; scans and confirms each gift has been uploaded to E-trieve; maintains files of gifts in-office for easy recall; ships gifts to storage for seven years and purges gifts after seven years.
• Office Administration: oversees office financial needs including purchases, payments, credit card reconciliation, staff reimbursements, check requests, internal payment and expense allocations, orders office supplies, arranges equipment repairs serves as the Advancement contact to Calabasas building manager; serves as office emergency responder.
• Perform other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor’s degree or 2+ years of Advancement or gift entry experience.
• Strong writing and proofreading skills
• Proficiency in day-to-day business operations, general office procedures, and records management.
• Skills in prioritizing workload, working independently, and managing special projects are required.
• Proficient in Windows, Word, Excel, Google Workspace, and mail merge functions. Computers, printers, copiers, telephones, calculator

Preferred:

• Two years of experience working in non-profits or higher education.
• Database experience, Raiser’s Edge, NXT, PeopleSoft, E-trieve

This is a Regular, Nonexempt, 40 hour per week position.

Expected Pay Range: $23.00 - $25.48 per hour

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.