The Gift Management Specialist assures that all gifts are properly recorded and acknowledged. As an important member of the Office for Institutional Advancement, primary responsibilities include daily processing and posting of all gifts, balancing of gift accounts and generating correspondence, maintaining gift receipt and acknowledgment files, distributing reports to the Business Office as required, and managing the matching gift process. This position will conduct reconciliations of gifts received and provide back-up information as requested. The position requires an advanced knowledge of computers and an understanding of computer software and related problem-solving skills. The ability to interact confidently with Westminster volunteers and donors and to maintain strict confidentiality is required. The ideal candidate is one who is extremely detail oriented and can comfortably and successfully manage several tasks simultaneously.
Supervisor: Senior Director of Advancement Operations
Supervisory Responsibilities: None
Position Status: Salaried, non-exempt, full-time, regular, 12-month
Hours of Work: Monday through Friday; core hours are 8:00 a.m. to 4:30 p.m. Evening and weekend maybe work is required
- Embraces the mission of and strategic priorities of The Westminster Schools
- Upholds and models the core values and operating principles of Westminster’s Office for Institutional Advancement
- Coordinates all gift processing activities for the Office for Institutional Advancement, including but not limited to:
- Processing all checks, electronic funds transfers, credit cards, payroll deduction, recurring gifts and all other philanthropic donations to the School and accurately recording them in the CRM (Raiser's Edge);
- Preparing gift batches for deposit with Business Office;
- Recording all donors' pledges;
- Preparing and sending all acknowledgments, receipts, pledge letters, and other correspondence related to gifts within 24-72 hours of receipt
- Assists with the imaging of historical and current documents, to maintain and preserve archival information and maximize the utilization of the database for fundraising purposes.
- Creates and distributes all tribute (honor/memorial) and soft credit/matching gift stewardship letters.
- Runs reports related to the processing of gifts and distributes them as required.
- Reviews and edits gift records periodically for discrepancies.
- Updates biographical information in constituent records as changes come in through gift back-up documentation. Serve as a back-up for other biographical information updates when needed.
- Assists Business Office with balancing of gift funds and accounts.
- Manages monthly gift reconciliation with the Business Office.
- Handles all aspects of the Matching Gift Process and serves as point of contact for Matching Gift Companies.
- Maintains and secures all data (electronic and paper-based) in accordance with the confidentiality standards required by School policy, applicable federal law and Donor Bill of Rights.
- Provides ongoing support to the Advancement Operations team.
- Performs other duties as assigned.
REQUIREMENTS AND QUALIFICATIONS
- Bachelor's degree required.
- Very strong computer skills, including high level of competency in Microsoft Office and relational databases; experience with Raiser's Edge preferred.
- Experience working in complex environments while maintaining a high degree of organizational effectiveness, confidentiality, and attention to detail.
- Self-starter with the ability to work independently and to take the initiative to meet deadlines in a time-sensitive and fluid environment.
- Excellent oral, written, telephone, and e-mail communication skills; ability to communicate effectively with a wide variety of constituencies.
- Demonstrated ability to work as an effective team member and manage multiple projects simultaneously.
- Commitment to the mission of The Westminster Schools and willingness to serve as an ambassador for the School, both internally and externally.
- Ability and willingness to support, respect and commit to embracing the diverse backgrounds, values and points of view to build a strong and inclusive community including faculty, staff, students and constituents.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle and feel objects, tools, or controls; reach with hands and arms; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and outdoors. The employee may occasionally lift or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Overnight and out-of-area travel will be required.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
Westminster is committed to the principle of equal opportunity in employment. It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. EOE/M/F/D/V.
Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Westminster’s right to assign or reassign duties and responsibilities to this position at any time.