Gifts and Records Analyst

California State University•San Jose, CA

3d•$5,709 - $5,940

About The Position

The Gifts and Records Analyst performs administrative, analytical, and technical work to maintain the integrity, accuracy, and compliance of the university’s philanthropic gift processing and constituent records. The role turns transactional information into accurate, auditable institutional data that supports fundraising, financial reporting, and philanthropic productivity. The analyst evaluates, interprets, and processes charitable contributions in accordance with IRS regulations, CASE Reporting Standards, AASP best practices, and CSU system policies. The position works across teams, troubleshoots CRM workflows, conducts data quality audits, and serves as a service-oriented liaison to campus stakeholders. It also supports gift and records administration, financial reconciliation, audit readiness, constituent data governance, and CRM business processes.

Requirements

Bachelor’s degree and/or equivalent training.
Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
Ability to communicate with constituents professionally and respectfully.
General awareness of emerging technologies, including artificial intelligence, and willingness to develop skills in their appropriate, responsible, and ethical use in higher education.
Knowledge of, or ability to quickly learn, charitable giving policies, counting rules, and regulations established by the IRS, CASE Reporting Standards, AASP, and CSU Chancellor’s Office guidelines.
Proficiency with complex relational advancement CRM databases and standard enterprise office suites such as Microsoft Office or Google Workspace.
Strong quantitative and analytical ability to review data, identify operational trends and inconsistencies, and implement corrective strategies.
Excellent verbal and written communication skills, including the ability to explain rules and technical guidelines clearly to non-technical stakeholders, donors, and university personnel.
Ability to manage competing deadlines, adapt to a dynamic environment, and organize workflows independently to meet operational milestones.
Strong attention to detail and demonstrated accuracy while performing complex work in a fast-paced environment.

Nice To Haves

Two to five years of direct experience in advancement services, higher education fundraising operations, or public nonprofit gift administration.
Experience with fund accounting, budget reconciliation, or financial tracking, preferably in nonprofit or higher education settings.
Experience working within the California State University system or a large public higher education auxiliary or foundation environment.

Responsibilities

Evaluate, interpret, and accurately record standard and complex philanthropic contributions in the division’s CRM system of record.
Review legal documentation, gift agreements, and donor correspondence to verify and code gifts and carry out donor intent in compliance with applicable standards, regulations, and policies.
Support the Director and Tower Foundation Finance team with monitoring, tracking, and regular financial reconciliations across CRM gift data, online giving platforms, and University and Foundation accounts.
Organize documentation for internal controls and maintain readiness for the annual foundation audit.
Monitor matching gifts and gifts-in-kind, verify eligibility, and observe cross-departmental approval requirements before formal University acceptance.
Update alumni, donor, and prospect biological, relational, employment, and demographic constituent records.
Conduct routine data audits and quality assurance checks to identify and resolve duplicates, incomplete tracking records, and systemic data anomalies.
Collaborate on developing, refining, and maintaining Standard Operating Procedures for gift administration and record handling.
Follow data governance protocols to protect constituent privacy, security, and confidentiality in compliance with FERPA, PCI-DSS, and university regulations.
Respond to gift and records inquiries from fundraisers, academic units, financial aid, and auxiliary staff as an operational point of contact.
Support CRM and gift platform business processes, troubleshoot technical issues, and provide diagnostic feedback to Advancement IT about system enhancements or automation opportunities.