Coordinator, Gift Administration

Dallas Arboretum & Botanical Society, Inc.•Dallas, TX

About The Position

The Dallas Arboretum and Botanical Garden seeks a Coordinator of Gift Administration to ensure the accurate processing, recording, reconciliation, and reporting of all philanthropic revenue. Reporting to the Director, Development Operations, this role maintains the integrity of donor data in Raiser’s Edge NXT, supports financial reconciliation with Finance, and ensures compliance with IRS regulations and institutional policies. This position plays a critical role in sustaining the systems that support philanthropy and advance the Arboretum’s mission of excellence, engagement, environment, and experience.

Requirements

Bachelor’s degree required; business, accounting, or nonprofit administration preferred.
Minimum three years’ experience in gift administration, advancement operations, or nonprofit accounting.
Proficiency in Raiser’s Edge NXT (or comparable CRM), Microsoft Office, and financial reconciliation.
Exceptional attention to detail and accuracy.
Strong analytical and organizational skills.
Ability to manage multiple deadlines with consistency.
Clear written and verbal communication skills.
Integrity and discretion with sensitive information.
Collaborative, solution-oriented mindset.
Ability to pass all pre-employment testing, including a criminal background check and drug screening

Nice To Haves

Experience partnering with Finance or Accounting teams preferred.

Responsibilities

Process and batch all gifts, pledges, sponsorships, memberships, and payments in Raiser’s Edge NXT.
Ensure compliance with IRS regulations, AFP guidelines, and internal gift acceptance and naming policies.
Manage matching gifts, recurring gifts, pledge schedules, and installment reminders.
Coordinate centralized intake of philanthropic revenue to ensure accuracy and timeliness across departments.
Reconcile gift activity with Finance and support month-end and audit reporting.
Maintain strict confidentiality of donor and financial information.
Generate and distribute acknowledgment letters, tax receipts, and recognition listings.
Maintain acknowledgment templates and ensure accurate personalization.
Partner with Development and Finance to ensure consistent donor recognition across platforms and events.
Maintain data integrity, coding standards, and record accuracy within Raiser’s Edge NXT.
Conduct routine audits and quality control reviews of donor and membership records.
Produce standard and ad hoc reports for Development, Membership, and Finance.
Troubleshoot database processes and integrations in coordination with IT and Finance.
Provide guidance to Advancement staff on data entry protocols and reporting standards.
Ensure all receipting, documentation, and reporting meet current IRS and audit standards.
Assist in updating and implementing gift administration and data policies.
Support annual audit preparation and contributed revenue documentation.
Maintain proper documentation and record retention in accordance with institutional policy.
Serve as a primary liaison between Advancement and Finance for gift reporting and reconciliation.
Respond to internal and external inquiries regarding gift documentation and status.
Promote a culture of accuracy, accountability, and service across the organization.