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Gift Coordinator

Apply now Posting #: 4929
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, University Advancement

Position Title & Department:

 Gift Coordinator; University Advancement
Posting #


Department Description:

The Advancement Services department operates within the University Advancement division and is responsible for processing, recording and maintaining all gifts and gift documentation directed to the university.

University Description:

The University of San Diego, a contemporary and engaged Contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:
The gift coordinator is responsible for the timely and accurate processing of
charitable contributions to the University of San Diego in accordance with IRS
regulations, CASE guidelines, and institutional gift acceptance policies. This
position handles sensitive constituent data, processes gifts and pledges, maintains
and updates database records, and generates charitable tax receipts. In addition,
the gift coordinator serves as the cash/check/credit card handling point for
Advancement Services and is responsible for creating daily gift batches. This
position works closely with Finance and the Cashier’s office on matters related to
the daily deposit and updates to gift transactions. The gift coordinator also works
with Payroll to initiate pledges through faculty/staff payroll deductions. The gift
coordinator provides stellar customer service, possesses an extraordinary eye for
detail, and demonstrates keen problem solving abilities.

Duties and Responsibilities:

Gift/Pledge Batching and Reporting
  • Record gifts received into the Gift Tracking Log and prepare daily gift batch report.
  • Process all philanthropic credit card transactions received from across campus and via the mail.
  • Track and log all cash donations into the cash tracking system.
  • Prepare the daily deposit report and email all deposit related information to the Office of the Controller.
  • Serve as the main contact for receipt production, including generating, reviewing, and mailing gift receipts.
Gift/Pledge Processing and Receipting 
  • Prepare, review, and process gifts and pledges into the university’s CRM database system from a number of different sources and payment methods.
  • Complete all tasks associated with electronically batched gift entry to ensure timely and accurate charitable receipts and donor stewardship.
  • Verify and update biographical and demographic information in the donor database.
  • Accurately complete documented steps to record complex transactions such as pledges, planned gifts, in-kind and stock gifts, and matching payment transactions.
  • Analyze gift documentation to determine legal donor, gift category, appropriate fund and gift eligibility.
  • Coordinate with prospect managers and development officers on pledge applications, carefully disseminating what is appropriate in each instance.
  • Scan, index, and upload supporting gift and pledge documentation into CRM system using the document imaging system.
  • Safeguard the confidentiality of donor information at all times; uphold departmental and institutional policies regarding confidential information.
Other Responsibilities 
  • Perform other duties as assigned to ensure the efficient and effective functioning of the department.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Qualifications:

  • Requires high school or a high school equivalency diploma.
  • Two years of data entry experience with an emphasis on fluctuating heavy workloads.
  • Experience working with a variety of office and computer equipment, particularly in a Windows environment.
  • Highly proficient with new technology and CRM database systems.
  • Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills.
  • Must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
  • Must possess good judgment, tact, sensitivity, and discretion in handling confidential materials and situations.
  • Mature interpersonal skills to interact closely with database users; excellent customer service skills.

Performance Expectations - Knowledge, Skills and Abilities:

  • Commitment to working as a member of a team and collaborate with colleagues.
  • Strong sense of integrity and ethical conduct.
  • Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences.
  • Must be able to work independently, taking initiative and setting priorities in a dynamic environment of regular interruptions.
  • Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of administrative staff.
  • Comfortable knowledge of computers with an emphasis on relational databases; ability to search and match documents with one another using various criteria.
  • Accurate typing and proofreading skills; ability to compute and post numbers rapidly and accurately.
  • Ability to review financial documents for accuracy, completeness, validity and adherence to standards.
  • Knowledge of USD policies and procedures, and University Advancement’s organizational structure and areas of responsibility.
  • Knowledge of ethics statements by Association of Advancement Services Professionals (AASP), Council for Advancement and Support of Education (CASE), and other related associations is preferred.
  • Must be friendly and personable.
Tools and Equipment Used:
Desktop/laptop computer, database systems and enterprise platforms (Ellucian
Advance™, Salesforce, Affinaquest, AppXtender, Cognos, Workday), Microsoft
Office and Google applications, Wells Fargo Desktop Deposit, Zoom, telephone,
scanner, printer, copier, and other related office equipment.
Posting Salary:

$22 - $23.86 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled 

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.