Gift Coordinator

The gift coordinator is responsible for the timely and accurate processing of

charitable contributions to the University of San Diego in accordance with IRS

regulations, CASE guidelines, and institutional gift acceptance policies. This

position handles sensitive constituent data, processes gifts and pledges, maintains

and updates database records, and generates charitable tax receipts. In addition,

the gift coordinator serves as the cash/check/credit card handling point for

Advancement Services and is responsible for creating daily gift batches. This

position works closely with Finance and the Cashier’s office on matters related to

the daily deposit and updates to gift transactions. The gift coordinator also works

with Payroll to initiate pledges through faculty/staff payroll deductions. The gift

coordinator provides stellar customer service, possesses an extraordinary eye for

detail, and demonstrates keen problem solving abilities.

Duties and Responsibilities:

Gift/Pledge Batching and Reporting

• Record gifts received into the Gift Tracking Log and prepare daily gift batch report.
• Process all philanthropic credit card transactions received from across campus and via the mail.
• Track and log all cash donations into the cash tracking system.
• Prepare the daily deposit report and email all deposit related information to the Office of the Controller.
• Serve as the main contact for receipt production, including generating, reviewing, and mailing gift receipts.

Gift/Pledge Processing and Receipting 

• Prepare, review, and process gifts and pledges into the university’s CRM database system from a number of different sources and payment methods.
• Complete all tasks associated with electronically batched gift entry to ensure timely and accurate charitable receipts and donor stewardship.
• Verify and update biographical and demographic information in the donor database.
• Accurately complete documented steps to record complex transactions such as pledges, planned gifts, in-kind and stock gifts, and matching payment transactions.
• Analyze gift documentation to determine legal donor, gift category, appropriate fund and gift eligibility.
• Coordinate with prospect managers and development officers on pledge applications, carefully disseminating what is appropriate in each instance.
• Scan, index, and upload supporting gift and pledge documentation into CRM system using the document imaging system.
• Safeguard the confidentiality of donor information at all times; uphold departmental and institutional policies regarding confidential information.

Other Responsibilities 

• Perform other duties as assigned to ensure the efficient and effective functioning of the department.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.