Philanthropy Specialist, Gift Operations

Overview

This role supports the Gift Operations team by managing and optimizing the donation process. Responsibilities include accurate gift recording, allocation according to donor intent, and processing in compliance with legal and ethical standards.

The position also supports donor stewardship through gift processing, data management, reconciliation, reporting support, and customer service. Collaboration with internal stakeholders, finance partners, and external vendors is required to ensure timely, accurate handling of philanthropic contributions while maintaining data integrity.

Responsibilities

Gift Processing (70%)

• Process online credit card donations accurately and within established timelines
• Process special event-related donations with a high degree of accuracy and attention to detail
• Serve as backup support for Annual Fund donation processing
• Serve as backup support for Institutional donation processing
• Serve as backup support for Matching Gift donation processing
• Serve as backup support for Peer-to-Peer donation processing
• Assist with gift confirmation and donor record validation within the Peer-to-Peer CRM platform
• Support special projects, User Acceptance Testing (UAT), Adopt-a-Family initiatives, and organizational events
• Reconcile deposits and resolve gift exceptions through detailed donor and gift research
• Investigate discrepancies and implement appropriate resolutions to ensure accurate gift processing

Gift Data Management (20%)

• Capture and maintain gift data across various electronic systems
• Research and resolve gift data discrepancies to maintain data integrity
• Use independent judgment and complex analysis to identify appropriate solutions
• Apply accounting best practices and departmental guidelines to support decision-making
• Maintain accurate documentation and records supporting gift transactions
• Collaborate effectively with Finance and Gift Operations team members
• Ensure compliance with organizational policies and data governance standards
• Use Microsoft Excel, Teams, OneDrive, and related tools to track and store data

Research, Reconciliation & Compliance

• Perform detailed reconciliation of deposits and gift transactions
• Research donor and gift information to identify inconsistencies
• Resolve donation disputes, processing errors, and donor account inquiries
• Ensure gift revenue allocations align with donor intent and organizational requirements
• Maintain accurate records supporting audits, reporting, and operational compliance
• Monitor data quality and proactively address exceptions affecting gift processing

Customer Service (10%)

• Respond to cases and email inquiries in a timely and professional manner
• Assess the purpose of requests and route inquiries to appropriate Philanthropy staff when necessary
• Work independently with minimal supervision to resolve donor and stakeholder concerns
• Maintain a positive attitude while managing a high-volume, fast-paced workload
• Communicate resolutions clearly to internal and external stakeholders
• Serve as a subject matter expert and resource for team members

Collaboration & Operational Support

• Partner with Gift Operations colleagues to ensure efficient donation processing workflows
• Collaborate with internal departments and external vendors on operational initiatives
• Support donor stewardship efforts through timely and accurate information delivery
• Contribute to continuous process improvement and operational excellence initiatives
• Adapt to multiple campaigns, projects, and priorities occurring simultaneously

Requirements

• Required: Bachelor's Degree
• Required: One year clerical, office, administrative, organizational, or related support experience
  • May substitute required Bachelor's degree with additional years of equivalent experience on a one-to-one basis

Preferred Qualifications

• Fundraising/non-profit, government agency, marketing, advertising, or public relations experience
• Law, healthcare, or related industry experience

Compensation & Benefits

Pay

• Minimum $25.48/hour

• Midpoint $31.73/hour

• Maximum $37.98/hour

• Minimum Salary: US Dollar (USD) 53,000

• Midpoint Salary: US Dollar (USD) 66,000

• Maximum Salary: US Dollar (USD) 79,000

• FLSA: exempt and not eligible for overtime pay

Benefits (employer-paid and optional where noted)

• Employer-paid medical coverage starting day one for employees working 30+ hours/week
• Optional group dental, vision, life, AD&D, and disability insurance
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options
• Tuition Assistance Program after six months of service
• Access to wellness, fitness, and employee resource groups
• Defined-benefit pension through the Teachers Retirement System
• Voluntary retirement plans
• Employer-paid life and reduced salary protection programs

Location

• Remote

Additional Information

• Requisition ID: 182313
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Work Location: Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code, and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure continued security and integrity of such infrastructure is a condition of hire and continued employment.

Equal employment opportunity is provided without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or federal, state, or local laws unless such distinction is required by law.