Gift Processor/Data Entry Specialist

About the role

The Gift Processor/Data Entry Specialist reports to the Executive Director of Advancement Services and is primarily responsible for accurate and timely gift and data entry. This role maintains confidentiality and professionalism while serving as a critical resource supporting executive leadership, fundraising operations, and institutional decision-making through the management, analysis, and integrity of advancement data. The position directly impacts the university's ability to process and report philanthropic revenue, maintain donor confidence, support fundraising strategy, and ensure compliance with institutional policies and regulatory requirements.

This position is fully in-person (not remote or hybrid).

Responsibilities

• Gift Processing and Financial Record Management
  • Records and processes charitable contributions received through checks, cash, credit cards, ACH transactions, stock transfers, wire transfers, matching gifts, pledges, recurring gifts, and online giving platforms.
  • Verifies donor intent, gift designation, restrictions, and supporting documentation prior to processing.
  • Reviews gift batches for completeness and accuracy before posting to the constituent database.
  • Ensures gifts comply with institutional gift acceptance policies and applicable accounting standards.
  • Assists with month-end and fiscal year-end reconciliation processes.
  • Maintains supporting documentation for all gift transactions.
• Database Administration
  • Maintains constituent attributes, solicitation codes, campaign information, funds, appeals, actions, and relationships.
  • Reviews duplicate records and coordinates database cleanup efforts.
  • Assists with database upgrades, testing, and implementation of new functionality.
• Donor Stewardship and Communications
  • Generates donor acknowledgment letters for charitable contributions in accordance with IRS regulations and institutional policies.
  • Maintains acknowledgment schedules to ensure timely donor recognition.
  • May serve as a representative of Advancement Services, Business and Finance, and Financial Aid in response to donor questions about gifts/donations.
  • Assists the Institutional Advancement team with report generation.
  • Inputs information from various departments and sources as needed.
• Assists with other activities as required.

Requirements

• Bachelor’s degree or an equivalent combination of relevant education and work experience.
• Proficiency with Office 365 Programs including Excel, Word, and PowerPoint.
• Ability to learn and effectively use database systems, CRM database input and export, gift and data entry skills, and proficiency with report creation.
• Strong attention to detail with the ability to review, verify, and maintain accurate gift data and records.
• Ability to accurately process gift transactions and perform routine reconciliations with financial records.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive donor, constituent, and financial information.
• Excellent organizational and time management skills with the ability to prioritize multiple assignments and meet established deadlines.
• High level of professionalism when interacting with donors, colleagues, and campus partners.
• Ability to work independently while collaborating effectively with colleagues across departments.
• Strong written and verbal communication skills.
• Commitment to the mission and values of Johnson C. Smith University.

Preferred Qualifications

• Experience with Raiser’s Edge (RE NXT).
• Experience working in higher education or nonprofit organizations.
• Experience in advancement services, gift processing, fundraising, or development operations.
• Understanding of and appreciation for the role of advancement services in supporting fundraising, donor stewardship, and institutional success.