Gift Processing Associate

About the role

The Gift Processing Associate ensures accurate and timely processing of charitable gifts and pledges, ensuring the integrity of donor records and supporting the Foundation's financial stewardship and donor engagement efforts. This position manages gift entry, pledge administration, donor acknowledgements, and constituent data maintenance within the Foundation's donor database while ensuring compliance with CASE standards, IRS regulations, FASB accounting principles, and Foundation policies. This position reports to the Foundation Finance Manager and supports reconciliations, audits, and reporting, maintains gift processing procedures, and contributes to data quality initiatives that strengthen donor relationships and support the College Foundation's mission.

Responsibilities

• Accurately enter and process all gifts and pledges—including checks, credit cards, ACH, stock transfers, payroll deductions, and in‑kind contributions—in Raiser’s Edge.
• Collaborate with Foundation colleagues to process gifts and event registrations.
• Prepare regular fundraising reports tracking progress toward annual goals.
• Create and maintain funds, appeals, campaigns, gift forms, batch sessions, and gift coding to ensure accurate documentation and attribution.
• Research and resolve gift‑entry discrepancies; adjust past gifts as needed based on source documentation.
• Prepare and distribute pledge reminders according to Foundation policies and pledge schedules.
• Generate and distribute donor acknowledgment letters in accordance with CASE standards, IRS regulations, and FASB accounting principles.
• Collaborate with the Foundation Finance Manager to reconcile gift accounts and provide data for monthly closes and annual audits.
• Assist with audit preparation and adhere to audit controls, security protocols, and confidentiality standards.
• Develop and maintain gift‑processing procedures and workflows.
• Maintain accurate and up‑to‑date constituent records, including monitoring obituaries, news alerts, and other public sources for relevant updates.
• Regularly review records to identify and correct inaccuracies, duplicates, and outdated information; contribute to data cleanup and quality‑improvement projects as needed.
• Participate in cross‑departmental initiatives, campus events, and assigned cross‑functional teams, committees, and councils.
• Perform other duties as assigned to support the mission, vision, strategic priorities and goals of the College and the primary unit, division and department of this position.

Requirements

• High school diploma or equivalent.
• Minimum of four (4) years of progressively responsible administrative or related experience.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
• Ability to follow instructions, manage multiple tasks, and meet deadlines with minimal supervision, prioritizing work and resolving most issues independently.
• Ability to work effectively with individuals from diverse backgrounds and maintain a respectful, inclusive environment.

Qualifications

• Prior foundation or non‑profit experience.
• Experience using a CRM database (such as Raiser’s Edge, Salesforce Nonprofit, Ellucian CRM Advance or similar).

Skills

Advanced proficiency in Microsoft Office Suite, strong organizational and multitasking abilities, attention to detail, effective communication, and ability to work independently while collaborating with diverse teams.

Benefits

• Competitive salary.
• Excellent benefits including Blue Cross Blue Shield of Illinois health, Delta Dental, and Superior Vision insurance plans.
• Tuition support for employees and qualified family members.
• Three retirement plans.
• Disability, group and supplemental life insurance.
• Health and dependent care flexible spending account plans.
• Compressed work week in the summer (Closed Fridays).
• Generous vacation, sick and personal time off.
• 14 paid holidays each year.
• Note: Some benefits (e.g., health insurance) are not available for part‑time staff working under 20 hours per week.

Pay

$18.77 per hour (full‑time, 40 hours per week).

Schedule

Monday–Friday, 8:00 am – 4:30 pm; summer schedule includes a compressed work week with Fridays closed.