Gift Operations Coordinator - University Advancement

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

Job summary

Washington University in St. Louis seeks a Gift Operations Coordinator to join the Advancement Services team.

You will process gifts in ARCH CRM with strict accuracy, verify payments against pledges, and ensure donor designations align with donor intent, following CASE standards and university policies. You will handle data integrity, reconcile batches, support records management, and collaborate across teams during peak periods.

Qualifications

• Requires high school diploma or equivalent; 3 years of accounting/administrative support experience preferred.
• Bachelor's degree preferred per qualifications.

Responsibilities

• Process gifts and commitments in ARCH CRM following CASE standards and university policies.
• Research and verify donor information, update records to ensure accurate receipting and designations.
• Reconcile gift batches and prepare deposit paperwork; support data integrity and archiving.
• Collaborate with ARCH team and Accounting to resolve gift issues; provide back-up during peak periods.

Skills

Gift processing

Data integrity

CRM systems

Attention to detail

Analytical thinking

Problem solving

Customer service

Team collaboration

Time management

Communication

Microsoft Office

Salesforce

Workday

Education

Bachelor's degree

High school diploma

Tools

Salesforce

Workday

Microsoft Office

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

Preferred Qualifications

• Education:
  Bachelor's degree
• Certifications /Professional Licenses :
  No additional certification/professional licenses unless stated elsewhere in the job posting.
• Work Experience:
  Accounting/Bookkeeping (4 Years)
• Skills:
  Accounting, Analytical Thinking, Cash-Handling, Communication, Confidentiality, Customer Relationship Management (CRM), Deadline Management, Detail-Oriented, Error Correction, Financial Transactions, Fundraising Software, Gift Processing, Git Operations, Microsoft Office, Multitasking, Nonprofit Organizations, Oral Communications, Problem Solving, Salesforce (Software), Service Oriented, Sound Judgment, Time Management, Workday Software, Work Efficiency, Work Relationships

This position is located in St. Louis, MO and the targeted hiring range for this position is $21.17 - $24.50 per hour.

Grade G08-H