Associate, Gift Processing/NAT

Associate, Gift Processing/NAT

Hybrid Remote (Occasional onsite) - Reside near BOS, CHI, or PHL - Newton, MA 02460

Overview

Salary Range $24.00 - $24.00 Hourly Position Type Full Time

Description

ABOUT CRADLES TO CRAYONS:

Cradles to Crayons (C2C), founded in 2002, provides children from birth through age 12, living in homeless or low-income situations, with the essential items they need to thriveat home, at school, and at play. We supply clothing, shoes, diapers, school supplies, and more, free of charge. Our vision is that one day all children will have the essentials they need to thrive.

Two in 5 kids in the United States are currently facing Clothing Insecurity, going without basic essentials like pants, shoes, diapers, and school supplies during their critical development years. Three of the top 10 reasons kids miss school are rooted in Clothing Insecurityjust one example of the significant short- and long-term social and economic costs when these needs go unmet. Cradles to Crayons keeps Clothing Insecurity at the core of our mission and is the only large-scale nonprofit organization to focus on this resource gap. Since its founding, Cradles to Crayons has distributed more than three million customized packages of essentials to children in Massachusetts, Greater Philadelphia, Chicagoland, and nationally.

Cradles to Crayons takes a two-pronged approach to mitigating Clothing Insecurity:

1. In-person Engagement through tens of thousands of children and adults volunteering at our Giving Factory warehouses to sort and package high volumes of new and like-new donations from our communities for our Service Partners to distribute to the children they serve.
2. Advocacy and Awareness Cradles to Crayons is uniquely positioned to raise Clothing Insecurity as a national issue through awareness campaigns, data/evaluation, and legislative outreach.

Cradles to Crayons' strong financial health and ongoing effectiveness and reliability have helped it earn a Four-Star Rating from Charity Navigator every year since 2009. C2C has a budget of $20M for FY26 and a total staff of approximately 100.

POSITION OVERVIEW:

This position has a flexible base location within any of our three Giving Factory markets Greater Boston, Chicagoland or Philadelphia. This role is primarily remote but is expected to be in-person in one of our Giving Factories at least one day per week. All Cradles to Crayons staff participate in monthly in-person volunteer shifts to stay closely connected to our mission.

Cradles to Crayons is seeking a highly organized, detail-oriented Gift Processing Associate to help ensure an exceptional donor experience through accurate gift administration and high-quality donor data.

The Gift Processing Associate is responsible for ensuring the accuracy, integrity, and timely administration of all charitable gifts and donor records. This role serves as the foundation of an exceptional donor experience by processing contributions, maintaining high-quality constituent data, coordinating gift acknowledgements, reconciling fundraising records with Finance, and supporting the day-to-day operations of the Development team.

Reporting to the Development Operations Manager, this position plays a critical role in ensuring donors are accurately recognized, acknowledged promptly, and reflected correctly in the organization's fundraising systems. This role offers an excellent opportunity to build a career in nonprofit development operations while gaining hands-on experience with fundraising systems, donor data management, and CRM best practices.

MAJOR RESPONSIBILITIES:

Model and lead a positive "One Cradles" culture, underpinned by Cradles' cultural values and norms

• Gift Processing & Donor Data Management (50%)
• Process all charitable contributions, including online, mailed, stock, ACH, wire, donor-advised fund, matching gift, and other gift types, ensuring accuracy and timely entry into the organization's CRM.
• Review gift documentation for completeness and resolve routine discrepancies.
• Maintain accurate constituent records, including contact information and other donor data.
• Process recurring gifts, pledges, tribute gifts, soft credits, and other complex gift transactions.
• Follow established data governance standards to ensure the accuracy, consistency, and integrity of donor records.
• Ensure major or recurring donors are correctly assigned to the appropriate fundraiser or relationship manager.
• Identify duplicate, incomplete, or inaccurate records and resolve or escalate issues as appropriate.
• Ensure compliance with organizational data entry standards.
• Financial Reconciliation & Reporting (20%)
• Perform regular reconciliation of fundraising records between the CRM and Finance systems.
• Research and resolve discrepancies in partnership with Finance and the Development Operations Manager.
• Prepare routine gift processing reports and supporting documentation.
• Support month-end, fiscal year-end, and audit-related reconciliation activities.
• Assist with financial reporting and documentation requests related to fundraising revenue.
• Donor Acknowledgement & Stewardship (15%)
• Coordinate the timely production and distribution of gift acknowledgements and tax receipts.
• Ensure acknowledgement letters are accurate, personalized, and sent within established service standards.
• Respond to donor inquiries regarding gifts, receipts, and donor records.
• Maintain accurate stewardship documentation within the CRM.
• Development Operations Support (15%)
• Support the Development Operations Manager with CRM maintenance, data cleanup, and ongoing data integrity initiatives.
• Generate standard reports, mailing lists, and exports for fundraising staff.
• Assist with routine CRM maintenance and quality assurance projects.
• Document gift processing procedures and identify opportunities to improve efficiency.
• Provide administrative support for fundraising campaigns and other development initiatives as assigned.
• Other duties as assigned.

Required Experience/Knowledge/Skills/Abilities:

• Passion for Cradles to Crayons' mission
• Bachelor's degree or equivalent combination of education and experience.
• 1-2 years of professional experience in one or more of the following:
• Gift processing
• Development operations
• CRM or database administration
• Data management
• Accounting or finance support
• Experience working with CRM or donor database systems.
• Strong proficiency in Microsoft Excel and Microsoft Office.
• Exceptional attention to detail with a commitment to accuracy.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

PREFERERED EXPERIENCE:

• Experience with nonprofit fundraising databases such as Salesforce, Raiser's Edge, Blackbaud, or similar CRM platforms.
• Familiarity with nonprofit gift processing and donor data management best practices.
• Experience performing reconciliations between CRM and financial systems.
• Knowledge of charitable giving and donor stewardship practices.

KEY COMPETENCIES:

• Exceptional attention to detail
• Data integrity and quality control
• Organization and time management
• Customer service orientation
• Collaboration and teamwork
• Problem-solving
• Process consistency
• Confidentiality and discretion
• Continuous learning and improvement

SUCCESS IN THE FIRST YEAR:

• Process charitable gifts accurately and within established service-level expectations.
• Maintain a high level of donor data accuracy, completeness, and integrity.
• Complete monthly reconciliations with Finance on schedule and resolve discrepancies promptly.
• Ensure gift acknowledgements and tax receipts are consistently sent within established turnaround times.
• Support CRM data cleanup efforts and contribute to ongoing improvements in donor data quality.
• Become a trusted resource for gift processing and donor data questions across the Development team.
• Develop a strong understanding of Cradles to Crayons' fundraising systems, policies, and donor data standards.