Advancement Operations Specialist

Job Description

Job Description

Position Summary:

The Advancement Operations Specialist supports the fiscal integrity and operational efficiency of the HSSU Foundation and Harris-Stowe State University by managing gift processing, account reconciliation, financial reporting, and related administrative functions. This position ensures the accurate recording of gifts, pledges, endowments, and restricted funds while maintaining compliance with donor intent, internal controls, and accounting standards.

A central responsibility of this role is the expert use of Raiser’s Edge NXT for gift entry, reporting, reconciliation, and data integrity. The specialist works closely with Advancement leadership, the Division of Finance, donors, and campus partners to provide timely and accurate financial information that supports fundraising, stewardship, and audit readiness. This position reports directly to the Vice President for Institutional Advancement.

Primary Responsibilities

• Manage the processing and reconciliation of gifts, pledges, endowments, and restricted funds to ensure accuracy and compliance with donor intent.
• Use Raiser’s Edge NXT to enter, track, report, and reconcile gift activity with University financial systems and Foundation general ledger accounts.
• Prepare financial reports, fund statements, and supporting schedules for internal use, donor stewardship, and leadership review.
• Prepare fundraising progress reports, data analysis, and dashboards to inform strategy and track campaign performance.
• Process vendor payments, reimbursements, contracts, and other Foundation expenditures with proper documentation and internal controls.
• Assist with audits, tax reporting, and other compliance requirements, including applicable 1098 and 1099 filings.
• Manage gift acknowledgments, donor stewardship communications, and related follow-up to support strong donor relations.
• Collaborate with Advancement, Finance, and campus partners to ensure accurate gift transmittals, reporting, issue resolution and responsive support for donors and stakeholders.
• Support the development and maintenance of standard operating procedures and process improvements for advancement operations.
• Perform other duties as assigned in support of Foundation operations and Advancement goals.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Experience with Raiser’s Edge or Raiser’s Edge NXT, especially in gift processing, reporting, and reconciliation.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines with accuracy.
• Proficiency with accounting systems and Microsoft Office tools, especially Excel, Word, and Outlook.
• Strong interpersonal and communication skills with diverse stakeholders.
• Experience in nonprofit, higher education, or foundation accounting preferred.
• Knowledge of fund accounting, endowment management, and donor-restricted funds preferred.
• Familiarity with audit support and financial compliance practices.
• Experience reconciling data between CRM and ERP systems.

EOE Statement

Harris-Stowe State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.