Gift Processing and Records Coordinator

1000 Methodist Le Bonheur Corp; Memphis (TN); On-site; USD 42,000 - 68,000; Full time

Job summary

Methodist Le Bonheur Corp seeks a Foundation donor services professional to process gifts and pledges, manage donor data, and support engagement activities. You will handle receipts, acknowledgments, and ensure compliance with IRS rules while coordinating with development staff.

The role requires 3–5 years experience in accounting or advancement services, strong CRM knowledge, and detail-oriented data management within a mission-driven health system.

Qualifications

• High school diploma or equivalent required; associate's degree preferred.
• 3–5 years of experience in accounting, data entry or advancement services.
• Experience with relational databases and donor management systems preferred.

Responsibilities

• Process large volumes of gifts and pledges via RDC, EFT, and database imports.
• Maintain donor records and biographical data in the donor database.
• Provide donor relations support, acknowledgments, and stewardship communications.
• Ensure compliance with IRS rules, MLH policy, and applicable regulations.

Skills

Interpersonal skills

CRM experience

Attention to detail

Data analysis

Report writing

Education

High School Diploma or Equivalent

Associates Degree

Tools

Raiser's Edge

Microsoft Excel

Microsoft Word

Job description

If you are looking to make an impact on a meaningful scale, come join us as we embrace the Power of One! We strive to be an employer of choice and establish a reputation for being a talent rich organization where Associates can grow their career caring for others. For over a century, we’ve served the health care needs of the people of Memphis and the Mid-South. Under minimal supervision, serves as the Foundation frontline for contact with donor constituencies related to gifts. Processes gift and pledges and is responsible for performing a variety of complex duties associated with confidential gift processing functions. Serves as the frontline contact for donor interactions. Receives gifts in the form of checks, credit cards, stock transfers or other valuables, and develops and maintains procedures manual for gift and pledge entry and maintenance. Ensures compliance with accounting principles, MLH policy, IRS rules, and state and federal laws. Models appropriate Working at MLH means carrying the mission forward of caring for our community and impacting the lives of patients in every way through compassion, a deliberate focus on service expectations and a consistent thriving for excellence.

Under minimal supervision, serves as the Foundation frontline for contact with donor constituencies related to gifts. Processes gift and pledges and is responsible for performing a variety of complex duties associated with confidential gift processing functions. Serves as the frontline contact for donor interactions. Receives gifts in the form of checks, credit cards, stock transfers or other valuables, and develops and maintains procedures manual for gift and pledge entry and maintenance. Ensures compliance with accounting principles, MLH policy, IRS rules, and state and federal laws. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

What you will do

Financial Contribution Processing

Process large volume of gifts in the form of cash, checks, charge cards, stock transfers, IRA transfers, royalty payments or other valuables. Processing is done via RDC with banks, EFT uploads, and database imports from Raiser’s Edge and adjacent databases. Analyze gifts and documentation to determine legal donor, gift category, IRS charitable types and funds for application and charitable gift eligibility. Works with development officers to coordinate appropriate pledge applications/designation. Administer gift acknowledgement process for donors. Completes donor receipt and acknowledgement within 48 hours of gift being received. Complete imports and exports from Luminate Online, GiveSmart, Kindsight, Omatic and related software to Raiser’s Edge to maintain accuracy and efficacy of database records. Coordinates with development officers and board on additional stewardship for gifts from key donors, pledges or funds, foundations or matching gift companies. Maintain gift documentation per IRS and departmental regulations and standards.

Database Management

Create new and maintain existing biographical records and information including addresses, business and employer information, matching gift company information, name changes and other facts pertinent to our constituents. Identify processing problems or deficiencies, takes corrective action and makes recommendations for changes. Research and resolve problems related to transactions and other activities. Maintain specific modules of the donor database; manage appropriate department records in accordance with applicable policies and standards; create regular and ad-hoc reports and queries as requested and assist management in interpretation of reports.

Donor Relations and Engagement

Provide customer service via written and oral communication to donor constituencies regarding donor designation, allocation, receipts, and recognition. Administer stewardship mailings including Welcome Series, Red Wagon engagement, tribute gift acknowledgments, and other appeals. Fundraising event support and tracking within the RE Event module, as well as front end event support for registration and logistics management as it pertains to attendees and donors.

Education

Qualifications Required - High School Diploma or Equivalent Preferred - Associates Degree Experience Qualifications Required - 3-5 years of experience in accounting, data entry or advancement services

Skills and Abilities

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Experience with a relational database (CRM) required, The Raiser’s Edge preferred.
• Experience with Microsoft Office Suite – specifically Excel spreadsheets and Word mail merges.
• Strong attention to detail.
• Record maintenance skills.
• Ability to interpret, analyze, and advise on the application of compliance laws and regulations.
• Ability to write reports containing technical information.
• Knowledge of IRS charitable donation and acceptance regulations.
• Knowledge of accounting principles.
• Familiarity of fund‑raising principles and campaign standards.
• Understanding of principles of relational database and devising procedures for maintaining records.
• Strong problem identification and solution skills, as well as strong organizational skills Ability to analyze and interpret data to non‑technical colleagues.
• Ability to handle complex and multiple tasks.
• Ability to work effectively under stress and adhere to tight deadlines.
• Maintain confidentiality in the handling and dissemination of highly confidential information.

Occasional evenings and/or weekends annually depending on event's needs.

Supervision Provided by this Position

There are no supervisory or lead responsibilities assigned to this position.

Physical Demands

The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion. Must have good balance and coordination. The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently. The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading. The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.

Our Associates are passionate about what they do, the service they provide and the patients they serve. We value family, team and a Power of One culture that requires commitment to the highest standards of care and unity. Boasting one of the South's largest medical centers, Memphis blends a friendly community, a thriving and growing downtown, and a low cost of living. We see each day as a new opportunity to make a difference in the lives of the people in our community. Within any role at Methodist Le Bonheur, you can play a rewarding and fulfilling part in helping us provide high-quality, innovative and compassionate care to the people of Memphis and the Mid-South. Our goal is to improve every life we touch, including our Associates. For over a century, we’ve served the health care needs of the people of Memphis and the Mid-South, and we value the dedicated individuals who play such a crucial role in helping us fulfill our mission. With Methodist Le Bonheur, you’ll be recognized and rewarded, treated with respect and given many opportunities to learn, grow and build a fulfilling career. Because we’re not at our best until you are at yours.