Gift Processing Coordinator

About the role

The Advancement Operations Coordinator - Gift Services supports the philanthropic process at Milwaukee School of Engineering (MSOE), a university dedicated to solving complex challenges through experiential learning. Reporting to the Sr. Director of Advancement Operations, this role involves processing and acknowledging donations, serving as a subject matter expert, and collaborating with various departments.

Responsibilities

• Ensure gifts and pledges are processed and documented in a timely manner, consistent with accounting requirements and development best practices.
• Accommodate donor intent, collaborating with staff to identify appropriate gift Funds and substantiate processing decisions.
• Produce and coordinate the review of gift receipts, acknowledgments, pledge reminders, and year-end statements, ensuring systematic quality control and overall accuracy.
• Serve as a department liaison to the Finance and Student Accounts offices, assisting in reconciliations, troubleshooting, and other collaborative work.
• Track gift agreement status and upload final documents to the University Advancement database.
• Maintain filing systems for gift backup, gift agreements, pledge forms, acknowledgments, reminders, and other related documents.
• Conduct periodic audits to ensure complete and accurate documentation and substantiation of gifts, pledges, and gift agreements.
• Assist in the development of, and ensure compliance with, filing protocols and naming conventions.
• Assist in coordinating student worker project requests and monitoring/supervising data entry.
• Create and maintain templates and checklists for recurring division activities.
• Compile data for department reports.
• Assist with data entry, auditing, and cleanup projects.
• Maintain and upgrade skills by actively monitoring industry publications and participating in conferences, webinars, and professional societies.
• Provide general support for office activities and events identified for all-staff support by University Advancement leadership.
• Oversee student work on select projects.

Qualifications

• A Bachelor’s degree is strongly preferred.
• Minimum of 2 years of fundraising, gift processing, accounting, and/or related administrative experience.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel; PowerPoint preferred.
• Customer relationship management (CRM) database experience and familiarity with CASE reporting standards and/or gift accounting practices is highly desirable.
• Experience with Raiser’s Edge is preferred but not required.

Skills and Abilities

• Detail-oriented and able to multi-task effectively in a collaborative, team-oriented environment.
• Able to stay organized and utilize time management skills.
• Able to absorb and synthesize new information quickly.
• Able to read and interpret documents such as policies, procedures, and technical manuals.
• Able to author routine reports, correspondence, and procedure documentation.
• Able to effectively communicate orally and in writing.
• Able to use numbers to solve problems involving concrete variables in standardized situations.
• Able to exercise sensitivity and professionalism when dealing with university staff, alumni, donors, and other constituents.
• Able to use judgment, tact, and discretion when handling complex and confidential material.

Physical Demands

The employee is largely sedentary when performing the duties of this position, but must occasionally move to traverse within their work area and other areas on campus. Ascending and descending stairs (building does not include an elevator).

Benefits

MSOE offers competitive, fully comprehensive benefit plans to all full-time employees, including medical, dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement plan with company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and family members. Plus, employees have access to our state-of-the-art fitness center at no charge. Located in the heart of downtown Milwaukee, MSOE is just blocks away from the beautiful lakefront, the theater district, museums, sports and music venues, parks and shopping.