Gift Services Specialist

University of Washington; Seattle (WA); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

University of Washington is seeking a Gift Services Specialist to support fundraising operations by accurately processing and recording charitable gifts and pledges. The role emphasizes data integrity, confidentiality, and adherence to university policies and IRS regulations.

You will manage gift processing, biographic updates, and gift administration, collaborating with donors and university departments to support Advancement’s fundraising initiatives.

Qualifications

• One year of full-time experience as a Data Control Technician II, or equivalent.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Responsibilities

• Gift Processing: receive, review and prepare gift contributions for processing and entry into donor databases.
• Process various gift types: securities, estates, in-kind gifts, memorial gifts, corporate gifts, matching gifts, card gifts.
• Audit online gifts and event registrations for data accuracy.
• Biographic Updates/ Database Management: maintain donor/alumni records and update contact information.
• Record employment, organizational and family links; verify online giving and third-party transactions.
• Gift Administration: audit gift records for accuracy; prepare journal entries and reports.
• Other duties as assigned.

Skills

Data management

Reporting

Record keeping

Finance operations

Excel

Analytical skills

Communication

Collaboration

Tools

Microsoft Office

Excel formulas

Access forms/queries

Job description

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.

The Advancement Operations team empowers University Advancement to achieve and sustain its mission and vision. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.

The Gift Services team has an exciting opening for a Gift Services Specialist. This is a full-time, permanent, contract classified position.

The Gift Services Specialist supports the University of Washington's fundraising operations through the accurate processing, recording and administration of charitable gifts and pledges. This role ensures donor contributions are documented in accordance with university policies, IRS regulations and established fundraising standards while maintaining a high level of data integrity and confidentiality.

The Gift Services Specialist researches, analyzes and maintains donor and alumni records, processes gift-related transactions across multiple systems and resolves data or financial discrepancies as needed. The position partners closely with donors, University departments and Advancement colleagues to support University Advancement’s fundraising initiatives.

What You Will Do

Gift Processing (65%)

• Receive, review and prepare gift contributions for processing and entry into donor databases.
• Process a wide range of gift and pledge transactions, including securities, estates, in-kind gifts, memorial gifts, corporate gifts, matching gifts and credit card donations.
• Review incoming donations to verify eligibility as charitable contributions.
• Process account corrections, credit card refunds and recurring payment transactions.
• Track and process returned items for proper distribution and recordkeeping.
• Maintain accurate fiscal records and support financial reporting activities.
• Manage databases, spreadsheets and recordkeeping systems to support reconciliations and audits.
• Establish and maintain gift accounts, pledge records and supporting documentation for fund disbursement.
• Assist with filing, gift receipt review and donor acknowledgment processes.
• Audit online gifts and event registrations to ensure accurate data transfer and processing.

Biographic Updates/ Database Management (25%)

• Maintain accurate donor, alumni and constituent records in the database.
• Update contact information, preferences and biographical data.
• Record employment, organizational, family and corporate relationship links.
• Verify online giving and third-party transactions; support data uploads and issue resolution.
• Serve as a resource on gift-processing policies and procedures for donors and University staff.
• Develop, review and maintain gift-processing procedures and documentation.
• Participate in testing and implementation of system and process improvements.

Gift Administration (10%)

• Audit gift and biographical records entered by the team for accuracy and completeness.
• Recommend training opportunities and process improvements.
• Prepare quality control and benchmarking reports.
• Maintain fiscal records, databases and spreadsheets to support reconciliations and audits.
• Update gift records and prepare journal entries.

Other duties as assigned.

Required Qualifications

To be considered for this opportunity, your application must demonstrate that you meet the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications will not be forwarded to the Hiring Department.

One year of full-time experience as a Data Control Technician II, or equivalent.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Preferred Qualifications

• Experience in data management, reporting, record keeping, finance, operations, or related fields that involve responsibilities comparable to Data Control Technician work, including maintaining data accuracy, managing records, performing quality checks, and supporting operational processes.
• Experience working with large, complex relational databases.
• Strong analytical and technical skills.
• Proficiency in Microsoft Office Suite, including Excel formulas and Access forms/queries.
• Excellent written and verbal communication skills. Strong interpersonal and customer service skills.
• Ability to collaborate effectively with team members, university partners and donors.
• Strong problem-solving skills with the ability to identify and resolve fiscal or data discrepancies.
• Ability to thrive in a deadline-driven, complex environment with changing priorities.
• Fiscal experience in a university or public-sector environment.
• Familiarity with development, advancement, or alumni-relations programs.

What You Can Expect

• This position is a contract-classified role under the Service Employees International Union 925 (https://hr.uw.edu/labor/staff-unions/seiu-925/contract).
• Hybrid-work schedule with two days in the office and three days eligible for telework per week.
• Cubicle/open workspace environment that may result in higher noise levels and visual distractions.