Gift Operations Coordinator - University Advancement

Washington University in St. Louis; United States; On-site; USD 60,689,000 - 70,202,000; Full time

Benefits offered by this job

Health insurance

Wellness programs

Tuition assistance

Job summary

Washington University in St. Louis is seeking a Gift Operations Coordinator in the Advancement Services department. The role requires meticulous handling of gifts and related data in ARCH, with strict adherence to policies and PCI considerations.

You will help maintain donor records, ensure data integrity, and support cross-functional teams across gift processing and reporting. The position emphasizes confidentiality, accuracy, and teamwork, with opportunities to collaborate with ARCH, Gift and

Qualifications

• Education: High school diploma or equivalent.
• Work Experience: Accounting, Business, Administrative Support (3 Years).
• Certifications/Licenses: Not required.

Responsibilities

• Process gifts and commitments in the ARCH CRM following CASE standards and university policies.
• Retrieve e-commerce donation and donor information for processing in CRM.
• Evaluate data integrations for quality; correct donor information and designations.
• Process employer matching gifts and reconcile gift batches.
• Respond to ARCH Case requests and prepare archival documentation.

Skills

CRM

Gift Processing

Analytical Thinking

Detail-Oriented

Communication

Customer Service

Microsoft Office

Workday

Salesforce

Time Management

Education

High school diploma

Bachelor's degree

Tools

Salesforce

Workday

Job description

Location & Hours

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.

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 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 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
• Location: This position is located in St. Louis, MO and the targeted hiring range for this position is $21.17 - $24.50 per hour.
• 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
• Grade G08-H Salary Range $21.17 - $32.85 / Hourly

Questions

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.

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.

Job Alert FAQ

Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities!

About WashU

Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.

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