Gift Processor

Texas Wesleyan University
September 24, 2023
Offerd Salary:$1,000
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A
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Position Information

Job Title Gift Processor

Position Summary

Oversees the recording, receipting, and acknowledgment of all gifts and pledges received in accordance with University policy and procedures. Maintains process for regular pledge reminders and notification of pledge delinquency. Coordinates with business office to reconcile advancement database records with general ledger. Provides documentation for audit purposes as requested. Supervises donor and alumni files, physically and electronically, to ensure files are accurate, secure and organized. Provides gift and pledge reports.

Essential Duties and Responsibilities

  • Ensure all donations, including online and credit card gifts, are recorded in a timely manner.
  • Scan gift documentation and daily posting documentation into electronic document management system.
  • Accept donations and prepare appropriate gift documentation for all donations.
  • Prepare gift entry batches with gift totals for each batch.
  • Validate and commit gift batches, verifying that batch totals match the original preparation totals.
  • Prepare final daily posting report with documentation and deliver deposits to the Business Office.
  • Proof gift receipts, acknowledgements and tribute cards.
  • Responsible for ensuring that all donor receipts meet IRS compliance regulations.
  • Generate and distribute pledge reminders on a regular basis.
  • Coordinate with Business Office to correctly link fund record in Raiser's Edge (RE) to the university's general ledger (GL), reconcile RE and the GL on a monthly basis, and provide requested donor information during the university's audit process.
  • Maintain electronic donor files, convert existent paper files to electronic files, and organize and update biographical and demographic information.
  • Oversee disposal of credit card numbers, checks and other personal gift information to ensure security of donor records.
  • Initiate payroll deduction process for new gifts and reconcile with payroll on a monthly basis.
  • Oversee pledge fulfillment and provide reports to Business Office and fundraising team on pledge fulfillment status.
  • Initiate pledge write-offs and gift adjustments, preparing justification documentation and obtaining approval.
  • Monitor matching gift program to encourage maximum participation and fulfillment.
  • Provide giving histories and specific fundraising balances as needed.
  • Provide registration and gift acceptance support as appropriate for key university events, including some events outside of normal business hours.
  • Participate in webinars and online professional groups to stay informed of current IRS regulations and be knowledgeable of CASE gift acceptance standards.
  • Interact directly with university donors and trustees as needed regarding donations.
  • Manage the production of acknowledgement letters to all donors of $1,000 or more and to all members of the Board of Trustees.
  • Education, Certifications and/or Licenses

    Bachelor's Degree preferred.


    Valid & Current Texas Driver's license with favorable driving record to comply with university policy.


    Two years experience in related field preferred. Experience with Raiser's Edge software preferred. Experience within a university or non-profit strongly preferred. Strong communication, organizational and time management skills required.

    Knowledge, Skills & Abilities

    Proficiency with an integrated administrative system and current computer software programs.

    Ability to demonstrate a cooperative attitude while working with a diverse student population.

    Ability to work independently with minimum supervision.

    Ability to handle multiple task while maintaining a high attention for detail.

    Strong organizational skills to work productively & efficiently to meet multiple deadlines.

    Ability to work individually and within a team environment.

    Ability to adhere to university & departmental policies and procedures.

    Outstanding interpersonal and community relations skills.

    Ability to maintain a professional appearance and office atmosphere.

    Ability to demonstrate and provide strong customer service.

    Ability to maintain confidentiality with sensitive personal information related to donors.


    Ability to read and comprehend instructions, short correspondence, and memos. Good communication, interpersonal and organizational skills. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to current and prospective students and University employees.


    Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.


    Ability to apply common sense understanding to carry out instructions and carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

    Posting Detail Information

    Posting Number 2016AS897P

    Posting Open Date 08/22/2023 Open Until Filled Yes Posting Close Date Special Instructions to Applicants

    Supplemental Questions

    Required fields are indicated with an asterisk ().

    Documents Needed To Apply

    Required Documents

  • Resume
  • Cover Letter
  • Optional Documents

  • Current Employee Application (for internal applicants)
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