Gift Administration Specialist

Gift Administration Specialist

The Gift Administration Specialist plays a vital role in supporting Champlain College's advancement efforts by managing the receipt, recording, and acknowledgment of charitable contributions. This position requires meticulous attention to detail and strong analytical skills to ensure accurate processing of gifts, pledges, and donor records in compliance with institutional policies and federal regulations.

The ideal candidate will demonstrate exceptional organizational abilities and proficiency with database management while maintaining the highest standards of accuracy. This role involves complex gift entry procedures that directly impact the College's revenue recording and donor stewardship activities.

Key Responsibilities:

Gift Processing & Financial Management

• Process gifts, reconcile accounts, and create acknowledgements and receipts on a daily basis
• Record, process, and transmit all gifts, matching gifts, pledges, and pledge payments to Student Accounts and Finance Offices
• Deliver all monies received with required transmittal reports to the Student Accounts Office
• Create annual gift receipts for donors with payroll deduction or recurring donations

Donor Relations & Database Management

• Create and process all acknowledgement and tax receipt letters in accordance with donor intent and IRS regulations
• Prepare pledge documentation for donor signatures using criteria from Major Gift Officers
• Maintain accurate electronic and paper gift and donor records in the advancement database
• Complete regularly assigned database clean-up tasks and reconciliation adjustments

Administrative Support & Office Operations

• Monitor and manage office phone lines and email accounts
• Process office supply orders and maintain organized inventory of supplies and print collateral
• Assist in production of various in-house mailings and front office duties as needed
• Participate in annual Champlain Weekend event with campus guests as assigned

Job Requirements:

• Associate's Degree or some college coursework required (relevant experience may be substituted)
• Demonstrated proficiency with Microsoft Word and Excel required; experience with Blackbaud's The Raiser's Edge preferred
• Experience with non-profit organizations or higher education preferred; general knowledge of accounting principles preferred
• Exceptional attention to detail, strong analytical skills, and excellent organizational abilities
• Ability to maintain confidentiality, work independently.

Additional Information:
Work Arrangement:

• Full-time (37.5 hours/week), on-campus position based at our main campus in Burlington, VT
• Standard business hours Monday through Friday, 8:30am-5:00pm, with occasional evening hours required for special events including the annual Champlain Weekend
• Comfortable office environment with extensive computer use and occasional travel between campus buildings for meetings and events

The successful completion of a criminal background check is required as a condition of employment.

Champlain College does not discriminate on the basis of race, creed, color, national origin, place of birth, ancestry, religion, age, sexual orientation, sex, gender identity, veteran or military service status, HIV -positive status, qualified disability, or on the basis of any other status protected by law, and does not discriminate in the administration of its education and admission policies, scholarship and loan programs, employment practices or co-curricular and other College-administered programs. Champlain College will make reasonable accommodations for otherwise qualified students, applicants for admission or employment, or employees.

Champlain College is committed to fostering an inclusive and welcoming community. We believe that bringing together individuals with different backgrounds, perspectives, and experiences enriches education and strengthens our community. At Champlain, all members are valued as individuals and respected for their unique contributions.


To apply, visit http://champlain.interviewexchange.com/jobofferdetails.jsp?JOBID=188972





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