Gift Processing Specialist

Vision

Transform the university through the power of generosity.

Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

The Records & Gift Management team provides specialized expertise in handling donations, maintaining accurate records and ensuring compliance with regulations essential for building and maintaining strong donor relationships and supporting all fundraising efforts.

The primary purpose of this job is to ensure accurate and efficient processing of all types of gifts while maintaining donor confidentiality and data integrity. This includes preparing deposits, managing recurring donations, updating donor records, and supporting both internal teams and donors through timely communication and administrative coordination.

• Assist with the preparation of the remote bank deposits, including verification of compliance, data quality, proper logging of cash gifts, and communicating information essential to capture donor intent and authorization.

• Always safeguard the confidentiality of donor information. Maintain and adhere to policies around information gathering and sharing in accordance with professional ethics standards.
• Process gifts of all types, including outright gifts, pledge payments, stock gifts, and gifts-in-kind into CRM database to ensure clear representation of donor intentions.
• Assist in managing recurring ACH and credit card giving processes. To include donor communication on expired credit cards.
• Perform basic gift adjustments that fall within the scope of work.
• Process donor biographical updates, including address, email, and phone changes.
• Interact with donors and internal and external partners to verify gift information as needed.
• Assist in ensuring the donor documents are accurately stored in the document management system.
• Audit processed gift information and edit for accuracy daily.

• Assist in providing administrative support for the Gift Management team, including donor communication.
• Assist in coordination and response to departmental inquiries and requests received via email, the ticketing system and phone.
• Assist with generating and preparing the daily donor receipts to ensure all donors receive timely and appropriate recognition for their gifts.
• Assist with generating pledge reminders, to include quality review, exception tracking and distribution of the pledge reminders.

Other duties as assigned.

• High School diploma or equivalent experience

• Previous experience with gift processing, financial transactions, or data entry in a CRM or similar system.
• Knowledge and experience with constituency relationship management (CRM) systems preferred.
• Experience with information management systems, researching, and analyzing data.
• Ability to work as part of a close-knit team while managing multiple priorities and meeting deadlines.
• Demonstrated ability to review source information and apply documented procedures accurately.
• Strong attention to detail, accuracy, and adherence to confidentiality standards.
• Proficiency with standard office software and systems (Microsoft Office Suite, databases, multifunction copier); ability to learn in-house systems quickly.
• Excellent communication skills (written and verbal), editorial skills, and professional judgment.
• Ability to collaborate effectively with colleagues and provide feedback on process improvements.
• Organizational planning skills, critical thinking, and professionalism in handling sensitive donor information.
• Proven sense of humor and ability to have fun.

• Effective Communication:
  Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation…