Gift Revenue Records Coordinator - 141422

UC San Diego; San Diego (CA); On-site; USD 56,000 - 79,000; Full time

Job summary

UC San Diego’s Advancement Services seeks a Gift Revenue Records Coordinator to process donations, maintain precise gift records, and ensure accuracy of data across the donor information system. The role requires meticulous attention to detail, discretion, and strong organizational skills.

The position involves managing high volumes of data, updating the donor database, and collaborating with gift services and accounting teams to support fundraising operations.

Qualifications

• Proven experience in high‑volume data processing with fast, accurate typing (60 WPM).
• Ability to analyze diverse documentation to ensure complete, accurate gift data.
• Sustained attention to repetitive detail with accuracy.
• Experience updating/managing a donor database; fundraising database preferred.
• Resourceful problem-solver with ability to present alternatives and implement changes.
• Proficient in Excel and Word; ability to search, compile, and format data.
• Good math ability for standard applications; ability to work independently with good judgement.
• Ability to explain financial/database functions clearly to others.
• Strong time management and ability to meet deadlines in a multi-task environment.
• Excellent diplomacy, customer service, and confidentiality in handling sensitive information.
• Commitment to equity, diversity, and inclusion.

Responsibilities

• Handle donations and maintain accurate gift records.
• Ensure data accuracy for gift-related information.
• Use donor database tools to enter, maintain, and relay information.
• Maintain confidentiality and exercise discretion with sensitive data.
• Communicate with colleagues and donors in a professional manner.
• Support month-end and year-end close processes as needed.

Skills

High-volume data processing

60 WPM typing

Data analysis of donor records

Excel

Word

confidentiality & discretion

Independent work

Communication & customer service

Tools

Donor database

Job description

DEPARTMENT OVERVIEW

Advancement Services within Advancement is responsible for providing gift policy and infrastructure support in fundraising; processing, accounting for, and stewarding all charitable gifts to both UC San Diego and the UC San Diego Foundation; and overseeing the operations of the legally separate incorporated 501c3 charity, the UC San Diego Foundation.

These areas not only represent the highest risk fiduciary operations in Advancement and one of the highest risks on the campus, but they are also highly unique on the campus. No other campus unit has the delegated authority to process and receipt gifts or directly manage financial investments. The campus foundations are legally separate and have a separate fiduciary board of trustees. Accordingly, due to the complex nature of operations and oversight for a foundation, the fiduciary risk, and the magnitude of funds involved, there are reputational, legal, IRS, accounting, and donor relations requirements that must be adhered to.

Functional areas of Advancement Services include UC San Diego Foundation Board Operations and Management; Gift & Foundation Accounting, and Gift Services, Investment Operations, and the Office of Gift Policy Administration and Donor/Fund Stewardship.

POSITION OVERVIEW

The Gift Revenue Records Coordinator plays a crucial role in handling donations, maintaining records, and ensuring the accuracy of gift-related data. This position requires attention to detail, strong organizational skills, and the ability to handle sensitive information with discretion.

QUALIFICATIONS

• Proven experience in high volume, mission critical data processing using a PC with fast and accurate data entry and typing skills with a minimum of 60 WPM.
• Ability to analyze diverse correspondence/documentation to insure complete and accurate information has been received, and application of appropriate updates is made.
• Ability to sustain careful attention to repetitive detail for long periods of time with an emphasis on accuracy.
• Demonstrated experience in updating and utilizing a mission critical database to enter, maintain, or to relay information in comprehensive manner. Experience in use of a fundraising/donor database preferred.
• Resourcefulness in finding appropriate solutions to problems. Ability to present alternatives and follow through to ensure effective changes.
• Demonstrated experience and knowledge in general computerized applications: appropriate coding techniques, formatting, and terminology; ability to search for and compile data; experience with Excel and Word.
• Good math ability to comprehend and perform standard applications.
• Ability to work independently and complete tasks. Proven ability to exercise good judgement in daily work. Proven ability to take direction.
• Demonstrated skill in explaining financial and database functions to outside personnel.
• Demonstrated skill in organizing, analyzing, managing time, setting priorities, and meeting deadlines for multiple tasks.
• Demonstrated experience in working with interruptions and fluctuating priorities.
• Excellent customer service and interpersonal skills, with the ability to communicate effectively with individuals in a diplomatic professional manner.
• Demonstrated ability to project a helpful, cheerful manner when dealing with visitors, callers and colleagues.
• Demonstrated professional telephone manners, exercising good manners and grammar during phone calls.
• Ability to maintain confidentiality and use discretion in handling of sensitive issues of concern.
• Foster the best possible working and learning environment. UCSD strives to maintain a climate of fairness, cooperation, and professionalism. Demonstrated ability to understand and adhere to UCSD Principles of Community while supporting and guiding others in the Advancement Services mission.
• Writing Skills - ability to write letters, memos, and other correspondence with limited information and minimal direction.
• Demonstrated competency and commitment to equity, diversity and inclusion.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Must have access to reliable transportation.
• Effort outside of the normal 40-hour workweek may occasionally be required.
• Fiscal & Calendar Year End closing is a critical business period during which vacation requests may not be approved.

Pay Transparency Act

Annual Full Pay Range: $55,812 - $79,093 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $26.73 - $37.88

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).