Gift Processing Specialist

The Opportunity

Brandeis University – a distinguished top-tier private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Gift Processing Specialist.

Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of society’s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution.  Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our founders’ pioneering spirit and intellectual pursuits continue today at Brandeis – from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine.

We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the university’s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.

Position Summary:

The Gift Processing Specialist will aid in the timely processing of all gifts, grants, pledges and payments in the fundraising database system while ensuring compliance with University and IRS regulations. The primarily focus will be on processing online donations; accepting, reviewing, and recording matching gift applications and payments; verifying and processing adjustments; and fielding inquiries from constituent’s, university officials and external stakeholders, as well as acting as back up to the Cashier/Gift Processing Specialist. This individual will meet core and partnership values of teamwork, integrity, accountability and respect.

Position Responsibilities:

Gift Processing

• Process gifts and pledges (cash, checks, securities, gifts-in-kind, credit cards, wires, matching gifts, payroll deductions and Donor-Advised Funds) from alumni, friends, corporations, foundations, and other constituents of the University with high level of accuracy and attention to detail.
• Reconcile CyberSource and GiveCampus reports against university online donation reports; update and verify constituent biographic and gift data and process accordingly.
• Process gift reversals and modifications of gifts that have been processed using donor or university staff documentation and ensuring accuracy.
• Create, edit and maintain accurate constituent records in the fundraising database, ensuring that all biographical and donor contact information conforms to the standards established by the Advancement Services Office.
• Communicates with donors, colleagues and external staff members within the University to resolve various issues relating to gifts.
• Demonstrates optimal knowledge of gift processing standards when responding to donors/prospects.
• Serve as back up to the Cashier/Gift Processing Specialist when necessary by preparing bank deposits, performing remote deposit captures for check donations, processing credit card donations as well as compiling and verifying gifts.
• Participate in special projects and handle other related duties as assigned.

Matching Gifts:

• Processing and following up on all matching gift applications for Brandeis University. This includes securing the applications, verifying gift receipt and compliance with the company policies; mailing them in a timely fashion.
• Processing of all matching gift checks, credit card payments, and wire transfers which includes the apportionment of funds among all Brandeis University schools and departments.
• Maximizing our matching gift receipt totals by mailing letters to all donors who made a gift but forgot to send an application.
• Draft correspondence related to matching gifts; communicate matching gift policies to the university community, donors, and matching gift companies.
• Oversee updates of matching gift data in the fundraising database which consists of: recording pledge receivables on the individual and corporation records; paying down pledges; identifying and recording separate addresses for mailing matching gift applications; maintaining corporate program guidelines for each company; recording employment data for each eligible donor.
• Audit outstanding matching gift claims receivables to explain why funds were not received and submit final report to senior management for write off. 
• May perform gift and matching gift processing training for work study or new employees as needed.

Qualifications:

• Bachelor’s degree plus 3-5 years related work experience
• The successful candidate must have experience in data entry and customer service, as well as the ability to multitask and prioritize work.
• This person is expected to have or quickly develop a thorough understanding of Internal Revenue Service gift regulations, accepted gift standards and procedures and fundraising database processes.
• Proficiency and experience with gift processing CRM’s; Salesforce is preferred.
• Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the University’s alumni and donor systems.  MS Office Suite and Salesforce experience highly desired.
• Exhibits excellent written and oral communication skills that promote academic and business professionalism and convey information clearly and concisely.
• Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
• Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.
• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.
• Adheres to University and departmental business policies and procedures.   
• Excellent organizational skills with high attention to detail and follow-up. 
• Self-motivated with an ability to work both independently and collaboratively.
• Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done. 

Submit Your Candidacy:

To learn more, visit the and our websites. Brandeis Institutional Advancement

To apply, please submit your cover letter and resume via the Brandeis University Human Resources online portal.

Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans.  Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations.  Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society.  Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.