Gifts and Records Analyst

CSU Careers•San José, CA

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 data into accurate, auditable institutional records that support fundraising, financial reporting, and philanthropic productivity. It evaluates, interprets, and processes charitable contributions in accordance with IRS regulations, CASE Reporting Standards, AASP best practices, and CSU system policies. The analyst collaborates across teams, troubleshoots CRM workflows, conducts data-quality audits, and serves as a professional liaison for internal and external campus stakeholders. The position supports gift administration and constituent-record processes, financial reconciliation, audit readiness, data governance, and continuous improvement of CRM and gift-platform operations.

Requirements

Bachelor’s degree and/or equivalent training.
Two years of administrative work experience involving study, analysis, and/or evaluation leading to development or improvement of administrative policies, procedures, practices, or programs.
Ability to communicate professionally and respectfully with constituents.
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 trends and inconsistencies, and implement corrective strategies.
Excellent verbal and written communication skills, including the ability to explain rules, historical precedent, and technical guidelines clearly to non-technical stakeholders, donors, and university personnel.
Ability to manage competing deadlines, adapt in a dynamic environment, and independently organize workflows to meet milestones.
Strong attention to detail and demonstrated accuracy when performing complex work in a fast-paced environment.
General awareness of emerging technologies, including artificial intelligence, and willingness to develop skills in their appropriate, responsible, and ethical use in higher education, consistent with institutional policies and practices.

Nice To Haves

Two to five years of direct experience in advancement services, higher education fundraising operations, or public non-profit gift administration.
Experience with fund accounting, budget reconciliation, or financial tracking, preferably in non-profit 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 record standard and complex philanthropic contributions in the division’s CRM system of record, including checks, online gifts, stock transfers, corporate matching funds, pledges, grants, planned gifts, donor-advised funds, cryptocurrency, and cash.
Review legal documentation, gift agreements, and donor correspondence to verify and execute donor intent in compliance with applicable standards, guidelines, and policies.
Support the Director and Tower Foundation Finance team with regular financial reconciliations between CRM gift data, online giving platforms, and University and Foundation accounts.
Organize documentation supporting internal controls and maintain readiness for the annual foundation audit.
Monitor matching gifts and gifts-in-kind, verify eligibility, and confirm cross-departmental approvals before formal University acceptance.
Update biological, relational, employment, and demographic attributes for alumni, donors, and prospects.
Conduct 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 safeguard 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 a subject matter expert and 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.