Gift Services and Donor Relations Specialist

Job Title Gift Services and Donor Relations Specialist Summary The Gift Services, Donor Relations, and Events Specialist supports the Development Office by ensuring accurate processing of gifts and pledges, maintaining donor records, coordinating donor stewardship activities, and planning and executing advancement events that strengthen relationships with alumni, donors, and community partners. This position combines technical accuracy of gift processing and compliance with relational aspects of donor acknowledgment, recognition, and retention, while delivering high‑quality events that enhance the donor experience and advance the University’s fundraising and engagement goals. Responsibilities Record, code, and process gifts, pledges, payments, bequests, matching gifts and other contributions in compliance with IRS, CASE, FASB, and university regulations. Maintain integrity of donor and gift data in the CRM/database, including creation of new designations and appeal codes. Reconcile gift transactions with Finance and prepare regular assurance and reconciliation reports. Generate gift receipts, pledge reminders, adjustments, and write‑offs. Prepare monthly and ad‑hoc reports on giving, campaign progress, and donor activity. Support leadership with data for feasibility studies, campaign planning, and donor strategies. Provide insight into donor trends and long‑term philanthropic planning. Write, prepare, and disseminate correspondence including acknowledgment letters, impact reports for endowments, reports for major gifts, and other Advancement communications. Serve as a key resource for CRM/database training and support to Development staff. Maintain data integrity, security, and accuracy across advancement systems. Ensure policies and procedures for gift processing and donor relations are up to date and consistently followed. Support internal and external compliance audits related to charitable contributions. Plan, coordinate, and execute advancement‑related events including donor recognition programs, campaign celebrations, alumni gatherings, stewardship events, groundbreaking ceremonies, naming opportunities, and fundraising activities. Develop event timelines, budgets, project plans, and coordinate venues, catering, audiovisual, invitations, registration, transportation, and other logistical requirements. Partner with University departments, vendors, volunteers, alumni, and community stakeholders to support event objectives. Manage event guest lists, RSVP tracking, seating assignments, and post‑event follow‑up activities. Develop event briefing materials and coordinate donor engagement opportunities for University leadership. Evaluate event effectiveness through attendance metrics, participant feedback, and outcomes analysis, making recommendations for continuous improvement. Ensure events reflect the University’s brand standards and deliver exceptional experiences that cultivate and strengthen donor relationships. Minimum Qualifications Bachelor’s degree in accounting, business, nonprofit management, communications, hospitality, event management, public relations, or a related field, or equivalent experience. Two (2) years of experience in advancement services, donor relations, gift processing, event planning, fundraising support, or related higher education/nonprofit work. Experience coordinating events, meetings, or donor engagement activities. Strong organizational, analytical, interpersonal, and communication skills. Experience with advancement databases/CRMs and event management systems preferred. In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered. Preferred Qualifications Experience in higher education advancement. Experience planning donor, alumni, or fundraising events. Familiarity with Blackbaud, Raiser's Edge, Workday Advancement, or similar CRM systems. Certified Meeting Professional (CMP) designation or related event certification. Knowledge of CASE standards and donor stewardship best practices. Knowledge, Skills, and Abilities (KSAs) Knowledge of charitable gift acceptance and processing practices in higher education or nonprofit organizations; familiarity with IRS regulations, CASE reporting standards, and FASB requirements related to charitable contributions. Understanding of donor stewardship principles, gift acknowledgment standards, and recognition best practices. Knowledge of CRM and database systems used for advancement, reporting, and campaign tracking. Strong analytical and problem‑solving skills for financial reconciliation and donor data analysis. Excellent written and verbal communication skills for preparing reports, donor acknowledgments, and correspondence. Advanced organizational and time‑management skills to handle multiple deadlines with accuracy. Technical skills in working with spreadsheets, databases, and reporting tools. Strong interpersonal skills to interact effectively with donors, staff, and campus partners. Ability to maintain confidentiality and exercise discretion when handling sensitive donor and financial information. Ability to interpret and apply compliance regulations and institutional policies consistently. Ability to work both independently and collaboratively in a team environment. Ability to adapt quickly to evolving priorities in a fast‑paced advancement office. Ability to foster donor trust and strengthen relationships through accurate processing and timely stewardship. Licenses, Certifications, and Other Requirements This position requires a criminal background check, which may include a LevelII screening as required by Florida Statute §435.04. The position is subject to federal and state privacy regulations. Work Schedule Exempt position. Normal hours Monday–Friday, 8:00a.m.–5:00p.m.; occasional overtime (weekends and evenings) may be required. Salary Target hiring salary: $55,000 - $60,000, commensurate with experience. Location and Work Model Full‑time/On‑site. Benefits Health insurance (medical, life, flexible spending accounts) through the State of Florida via People First. Retirement plans including a state plan and voluntary options. Paid annual leave (up to 22 days) and sick leave (up to 12 days). Employee Assistance Program (EAP). Equal Opportunity Statement Florida Polytechnic University is an equal‑opportunity/equal‑access institution. The Board of Trustees’ policy provides equal opportunity for employment and educational opportunities to all applicants for employment, employees, applicants for admission, students, and others affiliated with the University without regard to race, color, national origin, ethnicity, sex, religion, age, disability, sexual orientation, marital status, veteran status, or genetic information. Employment is contingent upon eligibility to work in the U.S. and an appointment is not final until proof is provided. #J-18808-Ljbffr Florida Polytechnic University