Gift Processor/Data Entry Specialist

This position is fully in-person (not remote or hybrid)

GENERAL STATEMENT OF JOB

Reporting to the Executive Director of Advancement Services, the Gift Processor/Data Entry Specialist is primarily responsible for accurate and timely gift and data entry. The scope of work includes daily gift entry, bulk and individual contact updates, production gift acknowledgement letters for President, Vice President and Development signature. The Gift Processor/Data Entry Specialist is required to maintain confidentiality and professionalism at all time.

The Gift Processor/Data Entry Specialist serves, with little to no supervision, as a critical resource supporting executive leadership, fundraising operations, and institutional decision-making through the management, analysis, and integrity of advancement data. The position has a direct impact on the university's ability to accurately process and report philanthropic revenue, maintain donor confidence, support fundraising strategy, and ensure compliance with institutional policies and regulatory requirements.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Gift Processing and Financial Record Management

• Records and processes charitable contributions received through checks, cash, credit cards, ACH transactions, stock transfers, wire transfers, matching gifts, pledges, recurring gifts, and online giving platforms.
• Verifies donor intent, gift designation, restrictions, and supporting documentation prior to processing.
• Reviews gift batches for completeness and accuracy before posting to the constituent database.
• Ensures gifts comply with institutional gift acceptance policies and applicable accounting standards.
• Assists with month-end and fiscal year-end reconciliation processes.
• Maintains supporting documentation for all gift transactions.

Database Administration

• Maintains constituent attributes, solicitation codes, campaign information, funds, appeals, actions, and relationships.
• Reviews duplicate records and coordinates database cleanup efforts.
• Assists with database upgrades, testing, and implementation of new functionality.

Donor Stewardship and Communications

• Generates donor acknowledgment letters for charitable contributions in accordance with IRS regulations and institutional policies.
• Maintains acknowledgment schedules to ensure timely donor recognition.
• May serve as a representative of Advancement Services, Business and Finance, and Financial Aid in response to questions from donors relative to gifts/donations.
• Assists Institutional Advancement team with report generation.
• Inputs information from various departments and sources as needed.

Assist with other activities as required.

MINIMUM TRAINING AND EXPERIENCE

Requires a Bachelor’s degree or an equivalent combination of relevant education and work experience, Proficiency with Office 365 Programs including Excel, Word, and PowerPoint and the ability to learn and effectively use database systems, CRM database input and export, gift and data entry skills, proficiency with report creation, and strong written and verbal communication. Must possess strong attention to detail with the ability to review, verify, and maintain accurate gift data and records. Requires the ability to accurately process gift transactions and perform routine reconciliations with financial records. The incumbent must have the ability to maintain confidentiality and exercise sound judgment when handling sensitive donor, constituent, and financial information. Excellent organizational and time management skills with the ability to prioritize multiple assignments and meet established deadlines are required. Ability to maintain a high level of professionalism when interacting with donors, colleagues, and campus partners is required along with the ability to work independently while collaborating effectively with colleagues across departments. Strong written and verbal communication skills are required. Must possess commitment to the mission and values of Johnson C. Smith University.

Preferred Qualifications

• Experience with Raiser’s Edge (RE NXT).
• Experience working in higher education or nonprofit organizations.
• Experience in advancement services, gift processing, fundraising, or development operations.
• Understanding of and appreciation for the role of advancement services in supporting fundraising, donor stewardship, and institutional success.