Part Time Gift Processor

Vance Airscoop; Chicopee (MA); On-site; USD 25,000 - 30,000; Full time

Job summary

Elms College in Chicopee, MA seeks a Gift Processor to manage charitable gifts, pledges and related records within the Institutional Advancement system. The role requires meticulous data entry, confidentiality, and collaboration with campus departments.

The position supports gift acknowledgments, reports, and annual audits, with potential evening/weekend hours as needed. Associates degree is required; a bachelor’s degree is preferred.

Qualifications

• Associates degree required; Bachelor's degree preferred.
• Experience in an office environment.
• Knowledge of automated systems, databases, spreadsheets, and confidential record-keeping.
• Ability to input, maintain, retrieve and distribute information.

Responsibilities

• Processes all gifts, pledges and event payments accurately and timelily.
• Generates gift receipts and acknowledgement letters.
• Maintains donor records and confidentiality in the Advancement database.
• Produces pledge reports and reminders on a quarterly basis.
• Trains and manages student staff when appropriate.
• Assists in annual audit with reports and proofs of gifts/pledges.

Skills

MS Word

Excel

Database entry

Detail oriented

Interpersonal skills

Education

Associates degree

Bachelor's degree preferred

Tools

Raiser's Edge

Database management

Job description

Salary: Hourly - $18

Job Summary:

The Gift Processor manages the administrative functions of the advancement office, i.e., accounting, gift recording, and database management. Highly detail oriented with a critical degree of accuracy regarding data entry and analysis; good interpersonal and organizational skills; ability to prioritize work and adhere to deadline, good problem-solving and analytical skills; ability to take responsibility, work well as a team member and to work independently; ability to understand and follow directions and complex policies and procedures; ability to deal with confidential data.

Supervisory Responsibilities:

May supervise student workers.

Duties/Responsibilities:

• Ensures that al! pledges and gifts and event payments to the College are processed and receipted accurately and on a timely basis by managing the daily work of gifts processing and pledge management in the Institutional Advancement database (currently Raiser’s Edge). Responsible for the data Integrity and maintaining the confidentiality of that data. Processes all credit card gifts.
• Runs daily proof reports for each gift batch and completing deposit slips for daily entries, accuracy of the data ls subject to audit. Reviews and analyzes data problems. May handle donor inquiries and issues directly.
• Creates new gift designations accurately in the database and maintains files and statements of Intent.
• Produces gift receipts and individualized acknowledgement letters for all gifts received ln a timely and accurate fashion. Generates outstanding pledge reports and sends pledge reminders quarterly.
• Manages Tribute program, which includes tribute acknowledgement to donors and next of kln/tributee.
• Works with Business Office, Advancement staff and other departments of the College to communicate relevant procedures relating to the processing of donations and provides them with financial reports.
• Enters and maintains biographical information In the Advancement database, including creating new entity records for alumni, individuals, organizations and corporations, and updating existing records. Responsible for the Integrity of this data.
• Organizes, coordinates and maintains the integrity of the hard copy filing systems.
• Trains and manages student staff when appropriate and necessary.
• Assists Business Office In yearly audit by providing reports and proof of gifts and pledges.
• Assists Director of Advancement Services with special projects and requests.
• Contacts donors for gift clarification when necessary.
• May require some evening and weekend hours.
• May require holiday or office closure hours.
• Other duties as may be assigned.

Required Skills/Abilities:

• Strong computer skills including MS Word, Excel, and database entry and reporting 3Xperience.
• Detail oriented and ability to handle multiple detailed tasks.
• Good interpersonal and organizational skills.
• Ability to interact with donors and other departments.

Education and Experience:

• Associates degree required; bachelor's degree preferred.
• Experience in an office environment.
• Knowledge of automated systems, including databases, spreadsheets, report formats. Experience with maintaining confidential records.
• Knowledge and understanding of financial, statistical, or administrative record-keeping techniques.
• Knowledge of general office procedures and practices sufficient to input, maintain, retrieve and distribute information.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Use of general office equipment in an office setting. Requires an equal amount of standing, sitting, walking, bending, stooping, reaching, climbing multiple levels of stairs, light lifting, near vision and manual dexterity to perform essential job functions. Requires ability to travel between buildings on campus with exposure to inclement weather conditions.
• May require driving or traveling to locations in the local and outside the local area on official college business.
• Background check will be conducted upon hire and on a routine basis thereafter.
• Valid driver's license and good driving record required.

Elms College (also known as College of Our Lady of the Elms), a private, Catholic, co-
educational liberal arts institution in Chicopee, Massachusetts, was founded in 1928 by
the Sisters of St. Joseph of Springfield. The institution offers Associate's, Bachelor's,
Master's, and Doctor of Nursing practice degrees. Dedicated to non-discriminatory
educational practices, the College aims to eliminate barriers to equal access and
treatment for its community. Elms College provides rigorous academic challenges and
fosters a supportive community for students to thrive. Graduates leave Elms College
richer, rooted in faith, educated, compassionate, responsive to civic and social
obligations, and capable of adjusting to change without compromising principle.
Elms College’s mission embodies the charism of the founders, the Sisters of St. Joseph,
including embracing “the love of neighbor without distinction” and whose Catholic
heritage guides our intellectual, social, educational, and community endeavors.
Elms College is an equal opportunity employer. Applicants will not be discriminated
against because of race, color, creed, sex, sexual orientation, gender identity or
expression, age, religion, national origin, citizenship status, disability, ancestry, marital
status, veteran status, medical condition, or any protected category prohibited by local,
state or federal laws.