Gift Processing CoordinatorWe are now accepting applications for a qualified Gift Processing Coordinator at Belmont University.
Employment Type Staff
Internal Job CategoryNon-Exempt (Staff)
Full-Time
DepartmentEVP for Advancement
Hours 37.5
Primary Duties and
Responsibilities: The Gift Processing and Data Management Specialist is responsible for accurate, timely processing of philanthropic gifts and the integrity of donor and gift data within the advancement CRM. This role supports the full gift lifecycle-from receipt and entry through acknowledgment and reconciliation-while ensuring data quality, compliance, and consistency with institutional policies. The Specialist works closely with Finance, Advancement Services, and frontline fundraising staff to maintain a reliable donor database and deliver an excellent donor experience.
Primary position responsibilities:
Gift Processing & Administration- Process gifts, pledges, and commitments including checks, cash, credit cards, online gifts, payroll deductions, matching gifts, event-related gifts, and stock gifts (as applicable)
- Enter and batch gifts accurately in the advancement CRM, ensuring proper fund designation, soft credits, tributes, and appeals.
- Prepare daily and weekly deposit documentation and reconcile gifts with Finance.
- Record gifts as received in accordance with institutional and audit requirements.
- Support pledge setup, adjustments, and payment tracking.
- Maintain processing benchmarks and turnaround standards.
Receipting & Acknowledgments- Generate and distribute donor receipts and acknowledgment letters in accordance with IRS, CASE, and institutional guidelines.
- Ensure acknowledgments are issued within established service-level expectations (e.g., within 72 hours of receipt).
- Support tribute and memorial acknowledgment processes and notifications.
Data Management & Quality- Maintain accurate constituent records, including biographical details, relationships, constituencies, and contact information.
- Identify and resolve duplicate records and data inconsistencies.
- Perform data updates, imports, and routine maintenance tasks (e.g., address updates, NCOA, deceased processing).
- Ensure compliance with data standards, naming conventions, and business rules.
Reporting & Reconciliation Support- Assist with gift processing reports, daily deposit reports, and reconciliation with Finance.
- Support ad hoc data requests related to gifts, donors, and acknowledgments.
- Assist in resolving discrepancies between Advancement and Finance systems.
Collaboration & Compliance- Collaborate with Gift Administration, Stewardship, Data Management, Prospect Research, and Finance teams.
- Follow documented policies and procedures to ensure audit readiness and regulatory compliance.
- Support continuous improvement initiatives related to gift processing and data integrity.
The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.Required Qualifications:
Belmont University seeks to attract and retain highly qualified faculty and staff who will support our mission and vision. As a Christ-centered and student-focused community, we aim to:
Form diverse leaders of character;Equip people to solve the world's complex problems through teaching, research and service;And be radical champions for helping people and communities flourish.
- Analytical Thinking: Ability to identify issues, obtain relevant information, relate and compare data from different sources, and identify alternative solutions.
- Critical Thinking: Interprets and seeks information, uses independent reasoning to diagnose the root cause of situations or issues, identifies and tests solutions and thinks beyond what is typical or customary. Uses information to determine benefits and impact in making decision and/or recommendations.
- Project/Program/Service Management: Ability to coordinate and administer programs/project activities and protocols. Ability to manage resources, monitor activities, and assess risks and quality issues associated with the program/project.
- Written and Oral Communications: Ability to present information to individuals or groups; ability to deliver presentations suited to the characteristics and needs of the audience. Ability to convey information clearly and concisely to groups or individuals either verbally or in writing to ensure that they understand the information and the message. Ability to listen and respond appropriately to others. Ability to impact and influence others to further the institution's strategic objectives.
- Technical, Computer, and Software Skills: Ability to use Microsoft Office (Excel, PowerPoint, Word) and basic databases and software. CASE requirements.
- Experience working in a fast-paced environment and the ability to respond to high-pressure situations. Ability to thrive in an environment of hard work.
- Ability to work effectively with a wide range of constituencies in a diverse community.
Required EducationBachelor's degree in business or finance related field is required.
Required Experience1-3 years experience in a similar role is required.
The selected candidate will be required to complete a background check satisfactory to the University.
Belmont University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
