Gift Processing Specialist

Washington State University; Hillsborough Township (NJ); On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

Paid sick leave

Paid vacation leave

Paid holidays

Medical, dental, life and disability保险

Retirement and deferred compensation

Tuition waiver

Job summary

Washington State University’s Gift Accounting team seeks a Gift Processing Specialist to handle gift receipt, entry, posting, and documentation in a timely, accurate manner. You will follow Foundation, University, IRS, CASE, and department requirements and support reporting and compliance across gifts and pledges.

You will review documentation, resolve discrepancies, maintain donor records, and advise Advancement staff on processing procedures.

Qualifications

• Three years of fiscal record keeping experience; OR equivalent education/experience.
• Demonstrated attention to detail and organizational skills.
• Experience reviewing, processing, reconciling, or maintaining financial or fiscal records.
• Ability to interpret and apply established policies, procedures, rules, and regulations and exercise independent judgment to resolve routine problems.
• Ability to work the schedule of an essential staff member, which will include working the week of June 30, the week of July 15, the week between December 25 and January 1, and the week of January 15.

Responsibilities

• Process routine and complex gift transactions from receipt to posting and documentation.
• Review documentation, interpret gift processing requirements, and resolve discrepancies.
• Advise staff and partners on gift submission and processing procedures.
• Identify processing issues or trends and recommend corrective actions or workflow improvements.
• Maintain confidential donor records and ensure compliance with policies and internal controls.
• Explore opportunities to automate workflows and support testing of CRM features.

Skills

Fiscal record keeping

Attention to detail

Organizational skills

Independent judgment

Schedule flexibility

Education

Three years of fiscal record keeping experience or equivalent education/experience

Tools

CRM systems

Databases

Spreadsheets

Financial systems

Job description

Online applications must be received before 11:59pm on:

November 1, 2026

If a date is not listed above, review the Applicant Instructions below for more details.

Available Title(s):

151E-YN_CS_NPS - Fiscal Specialist 1

Business Title:

Gift Processing Specialist

Employee Type:

Classified

Position Details:

The Opportunity:

Under general supervision, the Gift Processing Specialist will provide gift processing support for the WSU Foundation’s Gift Accounting operations with primary responsibility for the accurate and timely receipt, preparation, entry, posting, and documentation of donations. Apply established Foundation, University, IRS, CASE, cash handling, and departmental requirements to process routine and complex gift transactions and maintain complete and accurate fiscal and donor records.

Exercise independent judgment in reviewing documentation, interpreting established gift processing requirements, researching and resolving transaction discrepancies, and advising Advancement staff and other partners regarding gift submission and processing procedures. Monitor assigned work, identify processing issues or trends, take or recommend appropriate corrective action, and recommend improvements to workflows, procedures, job aids, and data practices.

Responsible for processing numerous financial transactions for a variety of gift types start-to-finish (from initially receiving the gift to sending the receipt), adhering to critical timelines and maintain organized, accurate files of all work. Act as a representative, liaison, and expert resource for co-workers, development staff, donors, companies, outside charities, financial management firms, and anyone needing assistance and guidance related to financial gift policies, processes, and procedures, referring more complex matters to management.

Add and update biographical data for individuals and companies related to gifts and pledges in accordance with policies and department format specifications. Responsible for batch processing, cash handling procedures, cash deposits, running batch verification processes, and more, all while maintaining close attention to detail.

Provide assistance in updating written protocols, support testing new features for gift processing in the CRM, and explore opportunities to automate work through integrations and AI (in partnership with management). Maintain confidentiality and internal controls and provide backup support across Gift Accounting as needed.

The position schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.

Additional Information:

This is a full time ( 100% FTE), permanent position. This position is overtime eligible.

Monthly Salary: $3,653 to $4,886 | Range 40 (Steps A-M) | Successful candidates are typically hired at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28.

In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidate’s current experience, education, skills, and abilities related to the position.

Benefits: WSU offers a comprehensive benefits package which includes paid sick and vacation leave; paid holidays; medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation, optional supplemental retirement accounts; training and development; and employee tuition waiver. For additional information, please review the detailed Summary of Benefits offered by WSU for Classified staff and Total Compensation.

Required Qualifications:

• Three years of fiscal record keeping experience; OR equivalent education/experience.
• Demonstrated attention to detail and organizational skills.
• Experience reviewing, processing, reconciling, or maintaining financial or fiscal records.
• Ability to interpret and apply established policies, procedures, rules, and regulations and exercise independent judgment to resolve routine problems.
• Ability to work the schedule of an essential staff member, which will include working the week of June 30, the week of July 15, the week between December 25 and January 1, and the week of January 15.

Preferred Qualifications:

• Six months to one year of full-time experience in higher education, fundraising operations, gift processing, financial transaction processing, or a related fiscal environment; OR equivalent education/experience.
• Cash handling or payment processing experience.
• Experience working with alumni, donor, customer, or constituent records.
• Experience with databases, spreadsheets, financial systems, or CRM systems.
• Experience identifying processing discrepancies and recommending improvements to procedures or workflow.

Position Sponsorship Eligibility:

Not eligible for work visa sponsorship

About Department/College/Area/ Campus - https://foundation.wsu.edu/

Area/College: University Advancement
Department Name: Gift Accounting
Location: Town Centre Pullman

Time Type: Full time

Position Term: 12 Month

Washington State University encourages all qualified candidates to apply, including members of the military and veterans, and persons with disabilities.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [e-mail].

Notice of Non-Discrimination

In matters of admission, employment, housing or services, or in the educational programs or activities it operates, WSU does not discriminate or permit discrimination by any member of its community against any individual on the basis of sex, race, color, national or ethnic origin, physical disability, mental disability, sensory disability, use of a trained service animal, age, religion, creed, genetic information, marital status, sexual orientation, gender identity, protected veteran status, honorably discharged veteran, member of the military, or immigration or citizenship status except as authorized by federal or state law, regulation, or government contract.

Inquiries about the application of federal and state laws and regulations (including inquiries regarding the application of Title IX, ADA/Section 504, and implementing regulations), as well as reports and complaints of discrimination and harassment, can be made verbally or in writing to WSU’s Compliance and Civil Rights, the Department of Education’s Office of Civil Rights, or both.

More information, resources, and contact information are available here: https://ccr.wsu.edu/notice-of-nondiscrimination/