Gift Processing Specialist for Advancement Services

Job Description

Job Description

Randolph-Macon College seeks applications for a full-time Gift Processing Specialist for Advancement Services .  Reporting to the Director of Advancement Services, this position is responsible for the accurate and timely processing, receipting, and acknowledgment of charitable contributions to Randolph-Macon College in accordance with donor intent, College policies, IRS regulations, and Council for Advancement and Support for Education (CASE) guidelines. This position manages the gift processing cycle, maintains the integrity of donor and gift records, reconciles gifts received from multiple sources, and supports the Advancement Office by generating financial and constituent reports. This position plays a vital role in ensuring data accuracy, regulatory compliance, and the effective stewardship of donor contributions.

Responsibilities  

• Lead gift entry and processing of matching gifts, sustaining gifts, soft credits, stock transfers, pledges, and in-kind donations; enter all monetary data into Raiser’s Edge (RE NXT) in accordance with donor intent and expected turnaround times.
• Generate tax receipt letters in accordance with donor intent, Randolph-Macon College policies, IRS rules and regulations governing contributions to 501(c)(3) organizations, and Council for Advancement and Support for Education (CASE) guidelines.
• Prepare acknowledgment letters for annual gifts, matching gifts, memorial and honorary gifts, scholarship gifts, reunion gifts, and other donations using Raiser’s Edge, Word, and Excel.
• Query the development database to generate financial and constituent reports and maintain an index of reports to ensure consistency of data.
• Work with the Director of Advancement Services to manage the online giving program, process credit card gifts and electronic fund transfers, and prepare detailed monthly reports for the Business Office.
• Coordinate with external credit card processing vendors to reconcile credit card gift transactions, updates, and adjustments.
• Produce copy for the Annual Honor Roll of Donors and compile information for donor recognition publications and plaques.
• Add and update biographical information received as part of gifts to the College.
• Track outstanding pledges and prepare pledge reminders for commitments to be paid over time.
• Accurately create and maintain appeal codes, funds, gift restrictions, acknowledgment information, and relationships; work with fundraisers, programs, and the finance team to clarify donor intent and contribution details.
• Analyze gifts to determine the appropriate campaigns, funds, and appeals, and confer with directors and gift officers as needed to accurately record donations and pledges.
• Save all necessary backup for gifts and fund documentation using the College's imaging solution in accordance with the College’s document retention policy.
• Serve as a resource for gift management-related inquiries.
• Adhere to the highest standards of professional conduct.
• Perform other duties as assigned.

Required Qualifications  

• Strong interpersonal and organizational skills with the ability to meet deadlines.
• Strong written and verbal communication skills.
• Proficiency with computer databases and Microsoft Office, including Excel, Access, Word, PowerPoint, and Publisher.
• Accuracy with financial figures and exceptional attention to detail.
• Ability to work independently and collaboratively with others.
• Ability to maintain confidentiality and exercise discretion when handling sensitive donor and financial information.
• Ability to prioritize multiple projects while meeting established deadlines.
• Flexibility and willingness to work occasional evenings and weekends .

  Preferred Qualifications

• Bachelor's degree, preferably in Accounting.
• Experience with Raiser’s Edge (RE NXT).
• Nonprofit experience, with preference given to experience in higher education.
• Ability to interact effectively with donors and volunteers, with an understanding and enthusiasm for the solicitation, cultivation, and relationship-building process.
• High energy, initiative, and an appreciation for the purpose and values of a traditional residential college.

The College

Founded in 1830, Randolph-Macon has about 1800 students and is located in Ashland, VA, a residential community 15 miles north of Richmond and 90 miles south of Washington D.C., thereby having all the benefits for its students, faculty and staff of a dynamic metropolitan area which serves as the state capital. Over 85% of students reside on campus. For more information about the College see  

Randolph-Macon College does not discriminate on the basis of race, color, creed, religion, age, sex, sexual orientation, gender identity, national origin, marital status, disability, or veteran status in its education or employment programs or activities.

Application

To apply for the position, submit the following documents to in Microsoft Word or PDF format: a current CV, cover letter addressing the position responsibilities and qualifications, and contact information for two professional references to Claudia Burcham, Human Resources Generalist. The review and interview process will commence as strong applications are received and the search will remain open until the position is filled.