Gift Services Specialist, Advancement

2 weeks ago

Portland, OR, United States University of Portland Full time
Position Details

Position Information

Job Title
Gift Services Specialist, Advancement

Department
Advancement Services

Job Code
A31315

Job category
Full Time Staff

Terms and Hours
Full Time Exempt

Salary Range
Starting at $49,310; commensurate with experience

Job Summary

The Gift Services Specialist for Advancement oversees the accurate processing of all charitable contributions for the University Relations division, ensuring compliance with IRS and University policies through proper gift coding, receipting, and acknowledgment processes. This position provides excellent customer service to all stakeholders and strategically collaborates with the Controller's Office, University Relations staff, and other campus partners to ensure accurate gift management and data processing. This position reports to the Associate Director of Data & Analytics.

Core Duties
  • Oversee comprehensive gift processing operations across all transaction types, including but not limited to checks, credit cards, wires, pledges, matching gifts, IRA QDC, in-kind donations, and third-party platforms, ensuring accurate coding of gift, fund, and donor records in alignment with university standards.
  • Generate and distribute donor receipts and acknowledgments tailored to gift type and donor preferences while maintaining full compliance with IRS requirements and institutional policies.
  • Serve as a primary point of contact for donor inquiries by managing the giving inbox and donation phone line with professionalism, delivering exceptional customer service and timely responses.
  • Maintain and audit data integrity through routine review, timely updates, and reconciliation of CRM records (Raisers Edge) and actively participate in system upgrade testing and integration of other platforms to optimize data accuracy and operational efficiency related to gift management.
  • Partner with the Controller's Office to oversee gift account management by supporting financial audits and reconciliation processes, providing detailed documentation, and executing adjustments to ensure fiscal accountability related to gift management.
  • Support digital giving infrastructure with backend maintenance of the gift website, troubleshooting payment platforms, monitoring for fraudulent activity, and resolving transaction issues to ensure a secure and seamless donor experience.
  • Collaborate with University Relations staff and campus partners on strategic initiatives, aligning gift processing workflows, fund management protocols, and reporting practices support fundraising goals and departmental priorities.
Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience
  • Required: Bachelor's degree in relevant field of study.
  • Required: Two to three years of relevant professional experience in gift processing, data entry, and/or bookkeeping with the use of Microsoft Excel pivot charts and tables to support financial record keeping. .
  • Preferred: Experience with Blackbaud Raiser's Edge or equivalent CRM, iModules/Encompass, and/or Power BI.
  • Preferred: Experience writing custom queries through a CRM or using SQL in a database.
  • Preferred: Experience in higher education or nonprofit advancement, including IRS gift regulations or CASE/philanthropic reporting standards.
  • Or equivalent education and/or experience.
Certifications & Licenses
  • None.
Knowledge, Skills & Abilities
  • Strong attention to detail and ability to work with database procedures and perform significant data entry with accuracy.
  • Ability to learn quickly and adapt to new technologies, products, and software.
  • Excellent analytical, critical thinking, and problem-solving skills.
  • Ability to exercise sound judgement routinely and independently with decision making skills.
  • Strong orientation towards problem solving, improving processes and systems, and achieving efficiencies.
  • Strong interpersonal skills and able to work independently, as well as collaboratively, as part of the Office of Advancement team.
  • Strong ability to respect and promote confidentiality of information (including alumni and donor information) and strong ability to practice a high level of data privacy.
  • Ability to provide technical assistance and training.
  • Excellent project management and coordination skills. Proven success in following through with and completing projects, including multiple projects at the same time.
  • Ability to function successfully in a fast-paced work environment with dynamic priorities.
  • Excellent verbal and written communication skills with ability to provide effective presentations.
  • Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
  • Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
  • Strong computer skills and proficiency with office software and database applications; ability to quickly learn and use new technologies and applications in depth at level of proficiency appropriate for the position's duties.
Physical Requirements
  • Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
  • Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
  • Occasionally: ability to attend events and activities on or off campus.
  • Frequently: ability to interact and communicate with members of the University and others as necessary.
Working Conditions
  • Hours of employment: sometimes may require working flexible and/or longer hours, including evenings, nights, and weekends, when necessitated by projects and travel.
  • Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.
Work Standards
  • Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world."The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."
    • The full Mission Statement is at: www.up.edu/about/mission.
    • The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
  • Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
  • Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
  • Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.


Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number
S322-2023

Number of Vacancies

Estimated Start Date

Open Date

Close Date

Open Until Filled
No

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