Gift Processing Coordinator

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We are now accepting applications for a qualified Gift Processing Coordinator at Belmont University.

Employment Type: Staff

Internal Job Category: Non‑Exempt (Staff)

Full‑Time

Department: EVP for Advancement

Hours: 37.5

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Form diverse leaders of character.
• Equip people to solve the world’s complex problems through teaching, research and service.
• 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…