Gift Processor & Alumni Records Coordinator

Job Description

Job Description

POSITION: Gifts Processing and Alumni Records Coordinator

REPORTS TO: Director of Advancement Services

STATUS: Full-Time, Exempt

RANGE: $67,500 - $70,000

Founded in 1901, Brooklyn Law School is a distinguished, independent law school located in Downtown Brooklyn, New York. The Law School is searching for a Gifts Processing and Alumni Records Coordinator to be part of the Advancement Services team at a pivotal moment in the institution’s history. As the Law School approaches its 125th Anniversary and prepares to launch its first comprehensive campaign, this role will be instrumental in supporting core advancement operations.

Reporting to the Director of Advancement Services, the Gifts Processing and Alumni Records Coordinator supports fundraising, donor stewardship, and alumni engagement by ensuring timely and accurate gift processing and alumni data management using the Law School’s Salesforce-based CRM system. The ideal candidate will bring strong critical thinking skills, exceptional attention to detail, and a commitment to working collaboratively in a fast-paced, evolving environment. We’re looking for a candidate with a strong sense of the Brooklyn Hustle that typifies the Law School —someone who is resourceful, proactive, adaptable, and willing to roll up their sleeves to solve problems, support colleagues, and get the job done.

Responsibilities include:

Gift Processing & Reconciliation

• Process and accuratelyrecordallcharitablegifts to Brooklyn LawSchoolinSalesforce (NPSP), includingoutright gifts, pledges, recurring gifts, matching gifts, stock and other non-cash gifts, and planned giving commitments, in accordance with established policies and procedures.
• Review gift documentation to ensurethat all gifts areproperlydocumented, coded, and recordedin a timely manner. 
• Generate and issue timely and accurate tax acknowledgment letters and IRS-compliant receipts, as appropriate.
• Generate and issueappropriatethankyoucorrespondencefordonations madethrough DonorAdvisedFunds (DAF’s)and other charitable giving vehiclesthat donotrequire atax acknowledgement.
• Exercise critical thinking and independent judgment when resolving data inconsistencies, donor inquiries, or discrepancies between gift documentation and CRM records.
• Work closelywith Advancement and Financecolleaguesto reconcilegift transactions, resolve discrepancies,and ensureaccurateand complete gift records.
• Support gift entry imports and batch uploads using Salesforce data tools or third-party import apps

Alumni Records & Data

• Maintain accurate and current alumni, donor, and constituent records in Salesforce, incorporating updates received through the Advancement Services inbox, staff notifications, constituent communications, event participation, and other sources.
• Review and resolve data inconsistencies and discrepancies between constituent information, gift documentation, and CRM records.
• Maintain accurate biographical, contact, employment, education, relationship, and other constituent information in accordance with established data standards.
• Promote and maintaindata quality by identifying opportunities for data cleanup, maintaining data integrity, and participating in ongoing data quality and enrichment projects. 
• Develop and maintain internal documentation related to gift entry protocols, acknowledgment workflows, data entry standards, and other Advancement Services procedures within Salesforce.

Reporting & Advancement Support

• Create and run basic Salesforce reports to support Advancement staff, including reports on recent gifts, donor history, alumni records, acknowledgments, and other routine operational needs.
• Assist the prospect research function with data gathering, record preparation, and other pipeline-support activities as directed by the Director of Advancement Services.
• Support data preparation and other Advancement Services activities related to fundraising and alumni engagement initiatives.

Events & Departmental Support

• Provide occasional on-site support for Advancement and alumni engagement events, including assisting with donation collection, payment or fee processing, and accurate capture of constituent and gift information.
• Provide occasional evening or weekend support for Advancement events and activities.
• Provide coverage during institutional breaks, including winter break, as needed to ensure continuity of gift processing, acknowledgments, and maintenance of alumni and donor records.

Compliance, Confidentiality & Customer Service

• Maintain the confidentiality and security of donor, alumni, financial, and other sensitive information and adhere to all applicable institutional policies and ethical standards.
• Provide responsive, professional, and service-oriented support to colleagues and constituents regarding gift processing and alumni and donor records.
• Collaborate effectively with colleagues across Advancement, Finance, and other departments to ensure accurate, timely, and consistent advancement operations.
• Perform other duties as assigned in support of the Advancement Services function.

Required:

• Bachelor's degree and at least three years of relevant administrative or operations experience, preferably in nonprofit, higher education, fundraising, or a similar environment.
• Demonstrated experience processing charitable gifts, pledges, matching gifts, and related transactions in a nonprofit, higher education, or similar advancement environment.
• Experience using an advancement CRM, such as Salesforce, Raiser’s Edge, or a comparable system, for gift processing, donor data entry, and constituent records management.
• Exceptional attention to detail and demonstrated commitment to data accuracy, integrity, and quality.
• Ability to exercise sound judgment, critical thinking, and problem-solving skills when processing gifts, interpreting gift documentation, identifying transaction or data discrepancies, and determining when additional review or escalation is appropriate.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and recurring processes with accuracy.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook; strong Excel skills for data formatting, review, reconciliation, and basic reporting.
• Strong written and verbal communication skills and a commitment to responsive, professional service.
• Demonstrated ability to contributing positively to a collaborative team environment, establishing effective working relationships, communicating respectfully and constructively, and working effectively with colleagues across departments and levels of the organization.
• Demonstrated ability to take ownership of assigned responsibilities, follow through on commitments, and proactively communicate about issues, competing priorities, or potential delays.
• Ability to learn and effectively use new technology, systems, and data-management tools.
• Flexibility and adaptability, with an openness to change and a willingness to learn, adjust processes, and contribute constructively as the organization, its priorities, and the Advancement field continue to evolve.
• Ability to maintain confidential information and exercise a high level of discretion.

Preferred:

• Proficiency with Salesforce Nonprofit Success Pack (NPSP)
• Familiarity with a wide range of charitable gift types, including recurring gifts, pledges, matching gifts, and planned giving vehicles.
• Experience generating and interpreting basic CRM reports, such as giving summaries, donor history, or data audits.
• Understanding of donor stewardship processes, including tax acknowledgments and customized thank-you workflows.
• Strong written and verbal communication skills, with the ability to document procedures and communicate data issues clearly.
• Proven ability to proactively identify data inconsistencies, troubleshoot system challenges, and recommend process improvements.

Remote capabilities:

• This position is eligible for a hybrid schedule.

Travel:

• No travel required.

Brooklyn Law School has an excellent benefits package that includes sick, personal and vacation paid time off, a generous retirement plan, dependent tuition scholarship Pre K- undergraduate college and additional summer Friday PTO.

Affirmative Action/EEO statement:

It is the policy of Brooklyn Law School to be impartial in the treatment of all employees and applicants for employment without unlawful discrimination as to race, creed, religion, color, natural origin, citizenship status, gender, age, veteran status, disability, marital status, union affiliation, political affiliation, sexual orientation or preferences or any other legal protected status.