Gifts & Records Specialist

Apply now Job no: 538342

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Advancement, Veteran's Preference Eligible

Department:  - AD-VP ADVANCEMENT

Classification

Title:

Specialist, Gifts & Records

High school diploma or equivalent and two years of relevant experience.

Job Description:

The Gifts & Records Specialist is a highly visible and responsible position that provides independent judgment and critical thinking for the management of corporate matching gift claims. Reporting to the Associate Director of Gifts & Records, this position will disseminate information to the Gifts & Records team and serve as a unit resource for databases, websites, word processing, reporting, policies, and procedures.

• Compile, analyze, and manage all corporate matching gift claim forms and corporate matching gift checks received by UF Advancement, including researching employment status and updating the CRM.
• Monitor matching gift program websites to confirm donor online match requests.
• Contact corporate matching gift centers when necessary to ensure the accuracy of our data, resolve problems, locate donor information, and follow up on outstanding claims.
• Serve as a unit contact and liaison with Prospect Management, Research, and Analysis, Corporate and Foundation Relations, and Annual Giving to enhance the fundraising efforts of UF’s corporate matching gift program.
• Advise donors in writing of incomplete or rejected matching gift claims; oversee the provision of administrative services and the resolution of problems and inquiries.
• Serve as a unit contact and liaison for other unit departments that process their own corporate matching gift claim forms, e.g., Gator Boosters, Law Center Association, and WUFT.
• Enter and reconcile matching gifts into the CRM.

• Verify and update biographical/entity information in the CRM per gift batches, alumni memberships, Annual Giving, emails, unit requests, Phonathon reports, obituary registries, data services and special projects.
• Create new entities, both individual and corporate, within the CRM.
• Assist in all Biographical Services projects requiring advanced data processing.
• Utilize the internet and other online tools to research information to accurately update biographical records.
• Preserve the data integrity of constituent and gift information.
• Handle complex record functions, such as the creation of Headquarters records and merging corporate entities.

• Disseminate information to Gifts & Records team and serve as a unit resource for databases, websites, word processing, reporting, policies, and procedures.
• Execute best practices in Gifts and Records, office systems, practices, files and record keeping, and effective use of all resources and tools.
• Maintain a high level of confidentiality when receiving and maintaining sensitive information.
• Ensure Gifts & Records team remains in compliance with federal and state laws, rules and regulations, and University policies and procedures.
• Commitment to customer service with the ability to build productive relationships with internal and external stakeholders, resolving complex issues.
• Serve as subject matter expert for Gifts and Records team in the areas of matching gift claims.
• Evaluate processes and procedures, making recommendations and adjustments as needed in coordination with the Associate Director.
• Oversee donor mailbox by corresponding directly with donors and delegating emails to units better suited to respond.
• Assist other departmental areas of need during high‑volume periods by processing manual gift batches in the CRM.

• Check for quality assurance including, but not limited to, maintaining timely workflows and generating reports.
• Analyze and code third‑party checks, such as donor advised funds, to ensure correct booking and advise on donor notification.

Up to $19.64 per hour; commensurate with education and experience.

The University of Florida offers a competitive benefits package including:

• Affordable State Health Plans (National Coverage):
  Medical, dental, and vision insurance
• Comprehensive Coverage:
  Life and disability insurance
• S…