Gift Administration Specialist

2 weeks ago

College Station, United States Texas A&M Foundation Full time

The **Gift Administration Specialist** is responsible for executing daily administrative tasks and operational activities of the gift administration team with the critical task of accurately processing, receipting, and generating acknowledgement of donations using the Donor Database System. This deadline-driven and detail-oriented position manages the Grant Tracking Program and operates effectively under strict deadlines and data integrity requirements. Our Gift Administration Specialist, serving in a professional support role, gains in-depth knowledge of Foundation and University gift policies, procedures, practices, and structure to support the giving cycle and enhance stewardship of donations.

The Gift Administration Specialist reports directly to the Director of Gift Administration.

**Essential Functions & Major Responsibilities**:

- General responsibilities supporting Gift Administration.
- Ensure the creation and distribution of Foundation and University gift receipts and marketing materials.
- Serves as primary point of contact for development staff executing requests for duplicate receipts.
- Research mailing discrepancies on returned receipts, update information in donor system, and reissue items with corrected information.
- Coordinate Grant Tracking Program (e.g., record and notify units of grant reporting requirements, monitor reporting status, follow-up on missing reports, and maintain all grant reports within document manager).
- Ensure accurate data collection and data integrity through regular data checks and reviews of donor records and fields, make comparisons, and investigate any discrepancies during final review of donor contributions prior to receipting.
- Retrieve checks, cash, and log from front desk.
- Implement the gift acknowledgement processes on a timely basis for a variety of gift types with the highest level of accuracy.
- Serve as liaison to internal and external clients responding to information requests.
- Project a professional and polished image with a customer-service, donor-centric mindset when interfacing with external guests and internal team members of the Foundation.
- Provide exceptional customer service to internal staff, campus partners, alumni, donors, and friends in a professional and courteous manner.
- Support Gift Administration team operations serving in back-up capacity and assisting other gift Administration staff as necessary.
- Contribute to team effectiveness through knowledge-sharing and proactively identifying process improvements.
- Adhere to the CASE Statement of Ethics and Donor Bill of Rights.
- Demonstrate the attributes and behaviors of a Passionate Professional Dedicated to Purposeful Philanthropy.
- Embody the Aggie Core Values and the Foundation Beliefs.
- Contribute to team effectiveness through knowledge-sharing and proactively identifying process improvements.
- Participate in the establishment and attainment of personal, departmental, divisional, and organizational goals and objectives in support of the mission, vision, and goals of the Foundation.
- Perform special projects and initiatives as assigned.

**Minimum Required Qualifications**
- High School diploma, GED, or equivalent combination of education and professional experience.
- Minimum two (2) years of professional experience in administrative or office roles requiring meticulous attention to detail and accuracy requiring interaction with public.
- Ability to maintain confidentiality across a variety of situations and constituents.
- Ability to operate in a high-volume environment where accuracy and data integrity standards must be satisfied.
- Ability to conduct repetitive data tasks maintaining a high degree of data integrity while executing formalized procedures with a sense of urgency.
- Exceptional customer service skills demonstrating a donor-centric mindset that furthers the mission of the Foundation through stewardship.
- Strong organizational skills; ability to prioritize and handle multiple projects simultaneously and to work calmly under pressure of goals and deadlines.
- Strong commitment to the mission and vision of Texas A&M Foundation with the ability and desire to serve as a compelling ambassador for the organization and Texas A&M University.

**Preferred Qualifications**:

- Bachelor’s degree or equivalent combination of education and professional experience.
- Five (5) years of professional experience in administrative or financial roles requiring meticulous attention to detail and accuracy.
- Experience in non-profit or fundraising field, prior experience in college or university setting.
- Experience using and working knowledge of Customer Relationship Management (CRM) software platforms.

**About the Texas A&M Foundation**: We are passionate about Texas A&M University. We believe that Texas A&M has a unique ability to positively impact and transform lives, the state, the nation and the world. At the Texas A&M Foundation we are pursuing the most trusted ph

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