Gift Operations Coordinator - University Advancement

Washington University in St. Louis; Clayton (MO); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

Vacation time

Health insurance

Metro transit U-Pass

Job summary

Washington University in St. Louis is seeking a Gift Operations Coordinator to join the Advancement Services team. The role focuses on precise gift processing in ARCH, adherence to CASE standards, and donor data integrity.

You will contribute to data quality and respond to inquiries while working under the Manager of Gift Operations. The position requires strong attention to detail, the ability to learn complex database procedures, and a commitment to confidentiality in handling donor

Qualifications

• High school diploma or equivalent is required, or an education/experience combination.
• No specific professional certifications are required for this role.
• Three years of accounting, business or administrative support experience noted in the job description.

Responsibilities

• Ensure accurate processing of gifts and commitments in the CRM according to CASE standards and university policy.
• Retrieve e-commerce donation and donor information for processing in CRM while maintaining PCI compliance.
• Evaluate CRM data integrations for quality and accuracy; correct donor biographic information as needed.
• Process employer matching gifts and review supporting documentation.
• Reconcile gift batches and prepare deposit paperwork for Financial Services.
• Respond to ARCH Case requests and document inquiries; prepare archival materials.

Skills

Not Applicable

Education

High school diploma or equivalent

Job description

Location

SAINT LOUIS, MO 63105

Scheduled Hours

37.5

Position Summary

The Gift Operations Coordinator is part of the Advancement Services department of University Advancement (UA) at Washington University in St. Louis (WashU). The Coordinator must use sound judgement and discretion to accurately process all gifts and gift-related information in the University Advancement CRM, ARCH. Incumbent needs to be highly detail-oriented and possess the ability to learn and comprehend a complex database with highly detailed policies and procedures. This position reports to the Manager of Gift Operations.

Job Description

Primary Duties & Responsibilities

GIFT OPERATIONS AND ANALYSIS

• Ensure the thorough, accurate and confidential processing of gifts and commitments to WashU in the University Advancement CRM following Council for Advancement and Support of Education (CASE) standards and university policies. This involves reviewing and interpreting gift agreements and accompanying documentation, researching missing information, verifying, and researching payments against pledges, and determining gift designations that align with donor intent.


• Retrieve e-commerce donation and donor information for processing in CRM while maintaining Payment Card Industry (PCI) compliance.


• Evaluate CRM data integrations for quality and accuracy; make needed corrections to donor biographic information, designations and other details or processes that the integrations do not automatically perform.


• Process employer matching gifts including review and analysis of supporting documentation.


• Reconcile completed gift batches and prepare deposit paperwork for Financial Services.


• Research and respond to requests, inquiries, and concerns via assigned ARCH Case requests.


• Prepare documentation for archiving in Central Files.

DATA INTEGRITY

• Research, create and maintain biographical information as it pertains to donations and donor records, limit duplicate records through careful analysis.


• Document donor requests through special attributes and update name and contact information to ensure the proper receipting of gifts per IRS guidelines.


• Perform routine database maintenance to ensure data integrity including recurring gift clean-up.


• Research and analyze change requests and reported errors; prepare gift adjustment documentation for required updates and corrections.


• Document and maintain internal documentation for position responsibilities and step-by-step tutorials ensuring efficiency and continuity in operational processes.

TEAMWORK AND COLLABORATION

• Participate in cross-training and provide back-up to Records Management during peak seasons, requiring competency in core duties and responsibilities.


• Collaborate with ARCH Team on system challenges, future phases, user acceptance testing, training, and post-conversion projects.


• Collaborate with Gift and Endowment Accounting to resolve gift issues.


• Provide exceptional customer service to internal and external constituents.

Incumbent is required to work overtime during high volume periods. Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Accounting, Business, Administrative Support (3 Years)

Skills

Not Applicable

Driver's License

A driver's license is not required for this position.

Preferred Qualifications

More About This Job

• A commitment to the mission of higher education and Washington University in St. Louis.

Targeted Hiring Range

$21.17 - $24.50 per hour.

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.


• Competitive health insurance packages with priority appointments and lower copays/coinsurance.


• Take advantage of our free Metro transit U-Pass for eligible employees.


• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.


• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.