Fund Administration Gifts and Receivables Coordinator

Fund Admin Gifts and Receivables Coordinator

Department: Finance

Reports To: Assistant Director, Fund Administration

FLSA Classification: Non‑exempt

FTE: 1

Supervises: None

Hybrid Schedule (subject to change): In office 2 days a week, Wednesday and Thursday. Remote Monday, Tuesday, and Friday. This schedule may change based on department needs and meetings.

Position Budgeted: $58,000.00 to $62,000.00

The Fund Administration Gifts and Receivables Coordinator is primarily responsible for accurately and promptly processing all incoming contributions. The role also maintains gift reports, supports scholarship and fund statement processes, collaborates with internal departments, and communicates with grantees and donors.

• Responsible for processing all gifts for all funds in a variety of asset types including checks, credit cards, securities, wires, and ACHs;
• Maintains gift notification reports and communicates to appropriate staff to ensure timely receipt and processing of all intended gifts;
• Coordinates with internal departments and external stakeholders, including donors, banks, and financial advisors—to ensure seamless and accurate gift processing;
• Prepares journal entries (dividends, investment pool transfers);
• Supports manager in administering the scholarship process and preparing payments;
• Assists with preparation of quarterly fund statements;
• Monitors Fund Admin inbox for incoming communications;
• Serves as a backup for creating new donor advised funds in accounting system;
• Provides general support via Teams calls to assist grantees with grant‑related questions and donors regarding their contributions;
• Cross trains on processing grants for donor advised funds;
• Enters manual grant requests from donors, as needed;
• Assists in the setting up of electronic funds transfer via ACH, as needed.

Individuals assigned to this position may perform other duties as assigned.

• Associate’s degree or equivalent related experience required;
• Bachelor’s degree or equivalent related experience preferred;
• Prefer three years related work experience, including strong database and data entry experience.

• Experience with Salesforce preferred;
• Experience with Financial systems;
• Familiarity with accounts receivables;
• Ability to handle multiple tasks simultaneously and efficiently;
• Ability to work under the pressure of tight deadlines;
• Ability to effectively manage own workload and prioritize tasks;
• Strong attention to detail;
• Customer Service experience and orientation;
• Proficient computer skills utilizing Microsoft Office products, including Outlook, Word and Excel;
• Excellent verbal and written communication skills, including strong telephone skills;
• Substantial and effective organizational skills;
• Ability to interact well with a diverse range of people.

• Ability to sit for long periods of time;
• Ability to use a computer keyboard for extended periods of time;
• Ability to work onsite and remotely, as required.

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case‑by‑case basis.

This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.