Gift Services Specialist

University of Washington•Seattle, WA

1d•Hybrid

About The Position

The Gift Services Specialist supports the University of Washington's fundraising operations through the accurate processing, recording and administration of charitable gifts and pledges. This role ensures donor contributions are documented in accordance with university policies, IRS regulations and established fundraising standards while maintaining a high level of data integrity and confidentiality. The Gift Services Specialist researches, analyzes and maintains donor and alumni records, processes gift-related transactions across multiple systems and resolves data or financial discrepancies as needed. The position partners closely with donors, University departments and Advancement colleagues to support University Advancement’s fundraising initiatives.

Requirements

One year of full-time experience as a Data Control Technician II, or equivalent.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Experience in data management, reporting, record keeping, finance, operations, or related fields that involve responsibilities comparable to Data Control Technician work, including maintaining data accuracy, managing records, performing quality checks, and supporting operational processes.
Experience working with large, complex relational databases.
Strong analytical and technical skills.
Proficiency in Microsoft Office Suite, including Excel formulas and Access forms/queries.
Excellent written and verbal communication skills.
Strong interpersonal and customer service skills.
Ability to collaborate effectively with team members, university partners and donors.
Strong problem-solving skills with the ability to identify and resolve fiscal or data discrepancies.
Ability to thrive in a deadline-driven, complex environment with changing priorities.
Fiscal experience in a university or public-sector environment.
Familiarity with development, advancement, or alumni-relations programs.

Responsibilities

Receive, review and prepare gift contributions for processing and entry into donor databases.
Process a wide range of gift and pledge transactions, including securities, estates, in-kind gifts, memorial gifts, corporate gifts, matching gifts and credit card donations.
Review incoming donations to verify eligibility as charitable contributions.
Process account corrections, credit card refunds and recurring payment transactions.
Track and process returned items for proper distribution and recordkeeping.
Maintain accurate fiscal records and support financial reporting activities.
Manage databases, spreadsheets and recordkeeping systems to support reconciliations and audits.
Establish and maintain gift accounts, pledge records and supporting documentation for fund disbursement.
Assist with filing, gift receipt review and donor acknowledgment processes.
Audit online gifts and event registrations to ensure accurate data transfer and processing.
Maintain accurate donor, alumni and constituent records in the database.
Update contact information, preferences and biographical data.
Record employment, organizational, family and corporate relationship links.
Verify online giving and third-party transactions; support data uploads and issue resolution.
Serve as a resource on gift-processing policies and procedures for donors and University staff.
Develop, review and maintain gift-processing procedures and documentation.
Participate in testing and implementation of system and process improvements.
Audit gift and biographical records entered by the team for accuracy and completeness.
Recommend training opportunities and process improvements.
Prepare quality control and benchmarking reports.
Maintain fiscal records, databases and spreadsheets to support reconciliations and audits.
Update gift records and prepare journal entries.
Other duties as assigned.