Gift Processor and Matching Gifts Specialist

Ball State PBS; Muncie (IN); On-site; USD 22,000 - 25,000; Full time

Benefits offered by this job

Paid time off

Tuition assistance

Health and dental insurance

Parental leave

Job summary

Ball State University Foundation in Muncie, IN is seeking a Gift Processor and Matching Gifts Specialist to record, process, and acknowledge charitable contributions with precision. You will handle complex gifts, ensure data integrity in the donor CRM, and support donor relations while adhering to IRS and PCI standards.

Responsibilities include managing matching gifts, preparing receipts, and coordinating with the accounting team to reconcile deposits.

Qualifications

• Associate’s degree or equivalent required.
• 1–3 years in business, office admin, banking or financial related work.
• Strong attention to detail and ability to maintain confidentiality.

Responsibilities

• Process charitable contributions daily and ensure accurate gift documentation.
• Manage matching gifts, donor advised funds, and other complex gift types.
• Prepare receipts, acknowledgments, and year-end statements for donors.
• Deposit checks/cash and reconcile with the accounting records.
• Maintain donor records with data integrity in the CRM system.
• Assist with audits and follow IRS/PCI compliance standards.

Skills

Attention to detail

Organizational skills

Interpersonal skills

Education

Associate’s degree or equivalent

Tools

Microsoft Excel

Microsoft Word

Raiser’s Edge

Job description

Position Title: Gift Processor and Matching Gifts Specialist Compensation: $16.50 - 17.84 Department: BSU Foundation_M Start Date: 09/07/2026

About this opportunity: Join Our Team: GIFT PROCESSOR Are you ready to be part of an energetic and unified team dedicated to transforming higher education? Our foundation is breaking down barriers between advancement, alumni relations, and stewardship to create a cohesive environment where philanthropy and innovative partnerships thrive. This is your chance to make a significant impact as we fulfill Our Call to Beneficence: The Campaign for Ball State University, aimed at elevating student support both financially and academically.

Why Join Us?

• Dynamic Team Environment: Collaborate with passionate professionals who are committed to our mission.
• Cutting-Edge Initiatives: Be at the forefront of redefining philanthropy in education.
• Unified Structure: Work within a seamless organization with no barriers between key departments.
• Supportive Culture: A high-achieving work environment that values camaraderie and collaboration.
• Impactful Work: A mission that changes lives through education and philanthropy.

We invite you to join our team and make a difference.

Join us in our mission to support students in realizing their purpose, achieving their dreams, and leading meaningful lives.

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you’ll do and what you’ll bring:

Position Function:

This position functions as an integral member of the Finance Department and contributes to the success of the gift processing team, Ball State University Foundation and the University. The Gift Processor is responsible for accurately recording, processing, and acknowledging charitable contributions in a timely and efficient manner. This role plays a critical part in maintaining donor trust and ensuring financial integrity by applying strong attention to detail and sound judgement, as well as demonstrating effective analytical and problem-solving skills when addressing discrepancies or unusual gift scenarios. The Gift Processor must be adept at interpreting and managing complex donations along with a deep understanding of the gift processing procedures necessary for each type of gift, including but not limited to multi-year pledges, estate or planned gifts, gifts of stock/securities, donor advised funds, matching gifts, etc. The role requires a high level of comfort with advanced technological tools and the ability to work efficiently with large sets of data, ensuring and maintaining high standards for data quality, integrity and reporting within the donor database system. Additionally, the Gift Processor is responsible for adhering to all IRS regulations for charitable contributions, and PCI (Payment Card Industry) data security standards to ensure the secure handling of sensitive financial information.

Duties & Responsibilities:

1. Process charitable contributions daily. Apply appropriate processing methods and special handling requirements for unique gift types, including but not limited to, securities, gift-in-kind, donor advised funds, honorariums/memorials, corporate gifts, quid pro quo, matching gifts, gift of property, IRA’s, and planned gifts. Follow IRS regulations for acknowledging gifts, including but not limited to those from donor advised funds. Adhere to Foundation Gift Acceptance policies put in place by the Gift Acceptance Committee and the Foundation Board. Compile gift documentation necessary for audits to ensure complete package of information is scanned and stored in the imaging system.
2. Resolve issues such as credit card or digital gift declines and rejections. Prepare approvals for gift adjustments. Process gift reversals and adjustments. Perform gift write offs. Produce reports on adjustments and write offs.
3. Deposit all checks and cash for Ball State University Foundation, Ball State Alumni Association, Cardinal Funds, Cardinal Properties and other supporting organizations. Provide deposit information to accounting department. Collaborate with accounting department to reconcile bank deposits to donor transactions.
4. Confirm eligible donations and provide completed documentation to corporations for employer sponsored matching gift programs. Work with donors to inform, initiate and coordinate completion of employer sponsored matches. Perform data entry, including updating corporate records. Validate matching gift percentages and matching gift requirements via program data and the donor data management system.
5. Maintain cleanliness of biographical and gift records by following proper data and gift entry procedures; perform maintenance tasks based on gift entry audits, edit data fields when appropriate to ensure accurate gift reporting. Verify proper fund designation on gifts prior to gift entry.
6. Download and process electronic gift transactions from a variety of sources, including but not limited to online, crowdfunding, annual giving day, electronic funds transfers/automatic bank drafts. Ensure electronic transactions are processed in accordance with Payment Card Industry (PCI) compliance standards. Run gift imports using data importing tools. Utilize advanced technology and work flows to efficiently import large sets of gift data into Constituent Relationship Management (CRM) database. Seek opportunities to gain additional knowledge of leading edge or new technologies that improve efficiencies for gift processing. Participate in process improvement activities.
7. Produce gift receipts. Reprint duplicate receipts or provide one off year end annual statements upon donor request. Produce year end gift receipts for all monthly recurring gift donors, including credit cards, payroll deductions and annual memberships for Ball State Public Radio and Television. Produce and send electronic emailed receipts for Ball State license plate donors. Validate large data sets using advanced spreadsheet verification techniques. Mark all gifts as receipted on gift record in donor database system. Prepare acknowledgement letters for special handle gift types including in-kind gifts, IRAs and donor advised funds by using mail merge functions or manual.
8. Record and update pledge and planned gift commitments. Verify that the pledge/commitment is entered according to the donor designation, that pledge schedules are created accurately to ensure proper reminders, and pledges are properly recorded for fundraising credit.
9. Maintain confidentiality regarding all gifts and donors to the Foundation and University. Provide customer service to alumni, donors and campus community.
10. Engage in cross training of duties across the continuum of gift processing responsibilities to fill in for absences or open positions, including but not limited to employer sponsored matching gifts, pledge reminders, gift receipts, payroll deductions, donor acknowledgement reports, adjustments/write offs.
11. Perform other projects as needed or duties as assigned.
12. Maintain regular and predictable attendance.

Minimum Qualifications:

• Associate’s degree or equivalent.
• One to three years of business or office administration-related, banking, or accounting or financially related experience.
• Attention to detail, Microsoft Office products, especially Excel and Word, ability to maintain confidentiality.

Preferred Qualifications:

• Experience in a higher education or non-profit environment with an emphasis on gift processing in an advancement or development office.
• Experience using a fundraising database such as Raiser’s Edge.
• Ability to interact courteously and effectively with internal and external contacts at all levels.
• Excellent organizational skills and ability to prioritize work to meet defined goals and objectives.
• Excellent skills in Microsoft Office products, especially Excel and Word.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected. When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children’s) undergraduate college tuition at Ball State. We do the same for you. In fact, we’ll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you. Curious about our excellent benefits package? We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet. Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible.

Let’s fly together toward a secure and prosperous tomorrow.

This is how we fly. There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be. In return, we do our best to take care of them through comprehensive medical and dental plans, a Health Savings Account (which we contribute to), and a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family. We can offer you more.

Where you live matters just as much as where you work. We get it. That's why we've invested since the very beginning in making our hometown work. On campus, find state-of-the-art facilities and one-of-a-kind arts and cultural events. In Muncie, you'll find a warm and welcoming community with affordable housing and a vibrant downtown arts, food, and music scene. What could be better? You here - for starters.

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position. Contact Melissa Rubrecht, Director of Employee Relations, at 765-285-1823 for assistance.

People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: [phone] Fax: [phone]