Help power the impact behind MSOE’s mission. We invite applications for a full-time Advancement Operations Coordinator - GiftServices to ensure philanthropic gifts are processed accurately, acknowledged thoughtfully, and aligned with donor intent. This role is thesupport behind the philanthropic engine that keeps our University Advancement team strong! If you value precision, teamwork, and supportinga university dedicated to real-world results and impact, we invite you to learn more about us!
Who We Are
Milwaukee School of Engineering (MSOE) is an academicinstitution intrinsically tied to the real world - a confluence of industry knowledge, work ethic and an enduring desire to know more. Theuniversity offers Bachelor’s and Master’s degrees in engineering, computer science, machine learning, user experience, constructionmanagement, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for bigopportunities and small enough for personal attention.
A SmallUniversity Dedicated to Achieving Big Things
MSOE is a supportive environment where everyone is valued.Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE’s top priority is serving ourstudents. By joining our community, you are building the leaders of tomorrow.
Our Mission
MSOE is the university of choice for those seeking an inclusive community ofexperiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values - collaboration,excellence, inclusion, innovation, integrity and stewardship - which represent the core of our campus culture. MSOE has embarked on anambitious strategic plan, Extraordinary Together, that propels theinstitution forward. At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual.
Our Leadership
MSOE is under theleadership of Dr. Eric Baumgartner. He began his Presidency in January 2026 after having served as the Executive Vice President of Academicsat MSOE since 2017.
Summary
Reporting to the Sr. Director of Advancement Operations, the Advancement Operations Coordinator – Gift Services works bothindependently and as a valued member of a team to collaboratively support the philanthropic process. Responsibilities include, but are notlimited to, processing and acknowledging donations and serving as both a subject matter expert and generalist resource for donors andinternal clients. The coordinator also acts as a department liaison to the Finance office, assisting in periodic reconciliation and othercollaborative work. Other duties include maintaining constituent records, administering pledge reminders, reviewing mailing lists,participating in special events as needed, helping with basic office functions, and other duties as assigned.
Essential Duties and Responsibilities
Gift Processingand Acknowledgment
- Ensure that gifts and pledges are batched, processed, and documented in a timely manner and consistentwith both accounting requirements and development best practices. This includes the daily processing of online and offline gifts; entry ofpledges and other expectancies; monitoring payroll deductions and recurring gifts; electronic and (if applicable) physical filing ofsupporting documentation; and physical delivery of gifts and supporting documentation to the Finance office.
- Ensure theaccommodation of donor intent, collaborating with staff as necessary to identify appropriate gift Funds and substantiate processingdecisions.
- Produce and coordinate the review of gift receipts, acknowledgments, pledge reminders, and year-end statements,ensuring systematic quality control and overall accuracy.
Accounting and Administration
- Serve as adepartment liaison to the Finance and Student Accounts offices, assisting in reconciliations, troubleshooting, and other collaborativework.
- As requested by Director, coordinate signature collection on Gift Agreements and Fund Creation Forms; create new Fundrecords in the Advancement database.
- Track gift agreement status and upload final documents to the University Advancementdatabase.
- Participate in the documentation of standard workflows and gift-related processes and procedures.
Records Management and Reporting
- Maintain filing systems (electronic and, where applicable, hard copy) for gift backup,gift agreements, pledge forms, acknowledgments, reminders, and other related documents.
- Conduct periodic audits to ensure completeand accurate documentation and substantiation of gifts, pledges, and gift agreements.
- Assist in the development of, and ensurecompliance with, filing protocols and naming conventions.
- Assist in coordinating student worker project requests andmonitoring/supervising data entry.
- Create and maintain templates and checklists, as requested, for recurring divisionactivities.
- Compile data, as requested, for department reports.
- Assist with data entry, auditing, and cleanupprojects.
Other Duties and Responsibilities
- As requested, maintain internal University Advancement “howto” resources and complete special projects related to the tracking of division goals.
- Maintain and upgrade skills by activelymonitoring industry publications / white papers and participating in conferences, webinars, and professional societies.
- Providegeneral support for office activities and events identified for all-staff support by University Advancement leadership.
- Overseestudent work (if/as necessary) on select projects.
This list of duties and responsibilities is not all-inclusive and maybe expanded to include other duties and responsibilities as management may deem necessary from time to time.
Qualifications
- A Bachelor’s degree is strongly preferred.
- Minimumof 2 years of fundraising, gift processing, accounting, and/or related administrative experience.
- Proficiency in Microsoft Officeapplications, including Outlook, Word, Excel; PowerPoint preferred.
- Customer relationship management (CRM) database experience andfamiliarity with CASE reporting standards and/or gift accounting practices is highly desirable.
- Experience with Raiser’s Edge ispreferred but not required.
Skills and Abilities
- Must be detail-oriented and able to multi-taskeffectively in a collaborative, team-oriented environment.
- Ability to stay organized and utilize time management skills.
- Ability to absorb and synthesize new information quickly.
- Ability to read and interpret documents such policies, procedures, andtechnical manuals.
- Ability to author routine reports, correspondence, and procedure documentation.
- Ability toeffectively communicate orally and in writing.
- Ability to use numbers to solve problems involving concrete variables instandardized situations.
- Ability to exercise sensitivity and professionalism when dealing with university staff, alumni, donors,and other constituents.
- Ability to use judgment, tact, and discretion when handling complex and confidential material.
Physical Demands
While the employee is largely sedentary when performing the duties of thisposition, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areason campus.
Ascending and descending stairs (building does not include an elevator).
Why Join MSOE?
At MSOE, we invest in our employees’professional and personal growth. MSOE offers competitive, fully comprehensive benefit plans to all full-time employees including medical,dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement planwith company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and familymembers. Plus, employees have access to our state-of-the-art fitness center at no charge. Located in the heart of downtown Milwaukee, MSOEis just blocks away from the beautiful lakefront, the theater district, museums, sports and music venues, parks and shopping. To view moredetailed information about MSOE, please visit www.msoe.edu/hr.
