Gift Services Specialist, Advancement

University of Portland • Portland, OR

71d

About The Position

The Gift Services Specialist for Advancement oversees the accurate processing of all charitable contributions for the University Relations division, ensuring compliance with IRS and University policies through proper gift coding, receipting, and acknowledgment processes. This position provides excellent customer service to all stakeholders and strategically collaborates with the Controller's Office, University Relations staff, and other campus partners to ensure accurate gift management and data processing. This position reports to the Associate Director of Data & Analytics.

Requirements

• Bachelor's degree in relevant field of study.
• Two to three years of relevant professional experience in gift processing, data entry, and/or bookkeeping with the use of Microsoft Excel pivot charts and tables to support financial record keeping.
• Strong attention to detail and ability to work with database procedures and perform significant data entry with accuracy.
• Ability to learn quickly and adapt to new technologies, products, and software.
• Excellent analytical, critical thinking, and problem-solving skills.
• Ability to exercise sound judgement routinely and independently with decision making skills.
• Strong orientation towards problem solving, improving processes and systems, and achieving efficiencies.
• Strong interpersonal skills and able to work independently, as well as collaboratively, as part of the Office of Advancement team.
• Strong ability to respect and promote confidentiality of information (including alumni and donor information) and strong ability to practice a high level of data privacy.
• Ability to provide technical assistance and training.
• Excellent project management and coordination skills. Proven success in following through with and completing projects, including multiple projects at the same time.
• Ability to function successfully in a fast‐paced work environment with dynamic priorities.
• Excellent verbal and written communication skills with ability to provide effective presentations.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Strong computer skills and proficiency with office software and database applications; ability to quickly learn and use new technologies and applications in depth at level of proficiency appropriate for the position's duties.

Nice To Haves

• Experience with Blackbaud Raiser's Edge or equivalent CRM, iModules/Encompass, and/or Power BI.
• Experience writing custom queries through a CRM or using SQL in a database.
• Experience in higher education or nonprofit advancement, including IRS gift regulations or CASE/philanthropic reporting standards.
• Or equivalent education and/or experience.

Responsibilities

• Oversee comprehensive gift processing operations across all transaction types, including but not limited to checks, credit cards, wires, pledges, matching gifts, IRA QDC, in-kind donations, and third-party platforms, ensuring accurate coding of gift, fund, and donor records in alignment with university standards.
• Generate and distribute donor receipts and acknowledgments tailored to gift type and donor preferences while maintaining full compliance with IRS requirements and institutional policies.
• Serve as a primary point of contact for donor inquiries by managing the giving inbox and donation phone line with professionalism, delivering exceptional customer service and timely responses.
• Maintain and audit data integrity through routine review, timely updates, and reconciliation of CRM records (Raisers Edge) and actively participate in system upgrade testing and integration of other platforms to optimize data accuracy and operational efficiency related to gift management.
• Partner with the Controller's Office to oversee gift account management by supporting financial audits and reconciliation processes, providing detailed documentation, and executing adjustments to ensure fiscal accountability related to gift management.
• Support digital giving infrastructure with backend maintenance of the gift website, troubleshooting payment platforms, monitoring for fraudulent activity, and resolving transaction issues to ensure a secure and seamless donor experience.
• Collaborate with University Relations staff and campus partners on strategic initiatives, aligning gift processing workflows, fund management protocols, and reporting practices support fundraising goals and departmental priorities.
• Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Benefits

• Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees