Gift & Records Processing Specialist

UMass Amherst Foundation; Hadley (MA); Hybrid; USD 64,000 - 70,000; Full time

Benefits offered by this job

20 vacation days

12 paid holidays

401(k) plan with 10% match

Health insurance packages

16 weeks of paid parental leave

Job summary

A non-profit organization is seeking a Gift & Records Processing Specialist to manage donor gifts and maintain donor records. This role involves processing various types of gifts, ensuring data integrity in Salesforce, and providing excellent customer service to donors and colleagues. The ideal candidate will have experience in advancement services and a strong attention to detail. This is a full-time hybrid position with a salary range of $64,000 – $70,000.

Qualifications

• Minimum of 2–3 years of experience in advancement services, gift processing, data management, or accounting.
• Understanding of nonprofit gift processing standards and IRS regulations related to charitable contributions.
• Demonstrated ability to work independently and as part of a collaborative team.

Responsibilities

• Process and record all philanthropic gifts received via various methods.
• Maintain and update constituent records in Salesforce.
• Provide customer service to donors and internal colleagues.

Skills

Analytical skills

Data auditing

Attention to detail

Clear communication

Adaptability

Education

Associate’s degree

Bachelor’s degree

Tools

Salesforce Education Cloud

Data import/export tools

Job description

Gift & Records Processing Specialist

Apply for the Gift & Records Processing Specialist role at UMass Amherst Foundation.

About the role

The Gift & Records Processing Specialist performs essential operational tasks to ensure accurate and timely recording of donor gifts and the maintenance of constituent biographical information within UMAF’s constituent relationship management (CRM) system on Salesforce Education Cloud. This position supports UMAF’s fundraising, accounting, and donor stewardship functions by processing gifts, managing data uploads, and ensuring the integrity of financial and biographical information. This position functions as part of the Gift and Donor Services team and collaborates closely with colleagues across Advancement Services and Foundation Information Technology teams.

Location

This is a full-time hybrid position and is open to employees in select US states: Massachusetts, New York, Connecticut, Rhode Island, and New Hampshire.

What you’ll do

• Gift Processing and Data Management
  • Process and record all philanthropic gifts received via cash, check, credit card, EFT, securities, and online giving portals.
  • Verify donor intent, designation coding, and compliance with UMAF policies and IRS regulations.
  • Review, enter, and reconcile pledges, pledge payments, and adjustments, including reversals and write‑offs as directed.
  • Generate and distribute donor receipts and pledge statements in accordance with established procedures and schedules.
  • Assist with daily and monthly gift batch reconciliation.
  • Maintain documentation for all transactions to support audit and compliance requirements.
• Biographical Records and Data Integrity
  • Maintain and update constituent records in Salesforce, including contact information, employment, marital status, degrees, affiliations, activities, awards, special handling, and relationship data.
  • Conduct research and verify biographical updates from trusted external and internal sources.
  • Process change requests submitted by Advancement colleagues and ensure appropriate data validation.
  • Create new constituent records and maintain proper data relationships and affiliations in the CRM.
  • Participate in data quality reviews and assist with standardization of biographical and gift data processes.
• Salesforce CRM and Data Loader Operations
  • Use Salesforce data management tools to import, update, or export data related to gifts, pledges, and biographical information.
  • Validate data formatting and troubleshoot integration or mapping errors.
  • Support data migration, testing, and clean‑up projects during CRM enhancements and new feature roll‑outs.
  • Document standard operating procedures for data upload, mapping, and maintenance tasks.
  • Collaborate with the Information Systems and BI teams to improve data integrity across Advancement systems.
• Collaboration and Customer Service
  • Provide professional, courteous customer service to donors, internal colleagues, and campus partners.
  • Respond to inquiries related to gift posting, receipting, and donor records.
  • Serve as a cross‑trained backup within the Records & Gift Processing team during periods of high volume or staff absences.
  • Participate in departmental meetings, audits, and data governance initiatives.
• Other Duties as Assigned (10%)
  • Assist with additional projects, process improvements, and data initiatives as assigned.

Qualifications

• Associate’s degree required; bachelor’s degree preferred.
• Minimum of 2–3 years of experience in advancement services, gift processing, data management, or accounting.
• Experience with Salesforce Education Cloud or similar CRM systems.
• Familiarity with data import/export tools.
• Understanding of nonprofit gift processing standards and IRS regulations related to charitable contributions.
• Strong analytical, problem‑solving, and data auditing skills.
• Excellent attention to detail, accuracy, and data confidentiality.
• Demonstrated ability to work independently and as part of a collaborative team.
• Clear communication skills, adaptability, and commitment to UMAF’s values of service, teamwork, excellence, and accountability.

Benefits

• 20 vacation days, 12 holidays, 12 sick days, 5 personal days, and 2 office closure days.
• 4‑day summer work week.
• 401(k) plan – you contribute 5% and receive a 10% match.
• Health insurance packages for medical, dental, and vision.
• 16 weeks of paid parental leave to use within 1 year of childbirth; an additional 6 weeks available for the birthing parent.
• Part‑time work for full‑time pay for the first 4 weeks post‑parental leave.

Proposed Annual Salary Range

$64,000 – $70,000

Diversity, Equity and Inclusion

At the UMass Amherst Foundation, we understand the value that diversity, equity, and inclusion bring to our workplace, our constituents, and our community. We welcome and value diversity in all its forms and recognize that a diverse and inclusive team strengthens our work and advances our mission. We recognize that the benefits of a diverse team are fully realized when people of all races, gender identities, ages, ethnicities, cultural heritages and nationalities; educational backgrounds; religious and political beliefs; sexual orientations; abilities; and socioeconomic and veteran status are valued, respected, and included at every level. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact careers@uma‑foundation.org to request accommodation.

Our Values

• Connection – Build meaningful relationships rooted in trust, respect, and belonging.
• Courage – Show up with integrity, embrace challenges, and lead through uncertainty.
• Curiosity – Commit to learning—for yourself and others—and create a culture where everyone can thrive.

Questions regarding the position or anything else related to careers with UMAF may be directed to the People & Culture team at [e-mail].