Gift Operations Coordinator - University Advancement

Washington University in St Louis • Clayton, MO

13h • Onsite

About The Position

The Gift Operations Coordinator is part of the Advancement Services department of University Advancement (UA) at Washington University in St. Louis (WashU). The Coordinator must use sound judgement and discretion to accurately process all gifts and gift-related information in the University Advancement CRM, ARCH. Incumbent needs to be highly detail-oriented and possess the ability to learn and comprehend a complex database with highly detailed policies and procedures. This position reports to the Manager of Gift Operations.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Accounting, Business, Administrative Support (3 Years)
• Not Applicable
• A driver's license is not required for this position.

Nice To Haves

• A commitment to the mission of higher education and Washington University in St. Louis
• Bachelor's degree
• Accounting/Bookkeeping (4 Years)
• Accounting, Analytical Thinking, Cash-Handling, Communication, Confidentiality, Customer Relationship Management (CRM), Deadline Management, Detail-Oriented, Error Correction, Financial Transactions, Fundraising Software, Gift Processing, Git Operations, Microsoft Office, Multitasking, Nonprofit Organizations, Oral Communications, Problem Solving, Salesforce (Software), Service Oriented, Sound Judgment, Time Management, Workday Software, Work Efficiency, Work Relationships

Responsibilities

• Ensure the thorough, accurate and confidential processing of gifts and commitments to WashU in the University Advancement CRM following Council for Advancement and Support of Education (CASE) standards and university policies. This involves reviewing and interpreting gift agreements and accompanying documentation, researching missing information, verifying, and researching payments against pledges, and determining gift designations that align with donor intent.
• Retrieve e-commerce donation and donor information for processing in CRM while maintaining Payment Card Industry (PCI) compliance.
• Evaluate CRM data integrations for quality and accuracy; make needed corrections to donor biographic information, designations and other details or processes that the integrations do not automatically perform.
• Process employer matching gifts including review and analysis of supporting documentation.
• Reconcile completed gift batches and prepare deposit paperwork for Financial Services.
• Research and respond to requests, inquiries, and concerns via assigned ARCH Case requests.
• Prepare documentation for archiving in Central Files.
• Research, create and maintain biographical information as it pertains to donations and donor records, limit duplicate records through careful analysis.
• Document donor requests through special attributes and update name and contact information to ensure the proper receipting of gifts per IRS guidelines.
• Perform routine database maintenance to ensure data integrity including recurring gift clean-up.
• Research and analyze change requests and reported errors; prepare gift adjustment documentation for required updates and corrections.
• Document and maintain internal documentation for position responsibilities and step-by-step tutorials ensuring efficiency and continuity in operational processes.
• Participate in cross-training and provide back-up to Records Management during peak seasons, requiring competency in core duties and responsibilities.
• Collaborate with ARCH Team on system challenges, future phases, user acceptance testing, training, and post-conversion projects.
• Collaborate with Gift and Endowment Accounting to resolve gift issues.
• Provide exceptional customer service to internal and external constituents.
• Incumbent is required to work overtime during high volume periods.
• Performs other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• Tuition coverage for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED