University of St. Thomas
  • Houston, TX, USA
  • Full Time

Full time benefit eligible position including medical, dental, vision, life insurance, vacation, retirement plan, and tuition remission benefit.

Gift and Records Coordinator University Advancement

University of St. Thomas

The University of St. Thomas (UST), a private Catholic University committed to the liberal arts and the religious and intellectual tradition of Catholic higher education, located in Houston, Texas, near the vibrant central business district, Texas Medical Center, and museum district, is inviting applications for the Gift and Records Coordinator position in the University Advancement Office.


Job Summary:


The Gift and Records Coordinator is responsible for performing all functions necessary for ensuring that donor and gift records are recorded in an accurate and timely manner while adhering to database standards and maintaining database integrity. In addition, the Gift and Records Coordinator is responsible for the accuracy of all receipts and acknowledgements as well as reports necessary for reconciliation with the business office, donor tax letters, and other duties as outlined by the Manager of Advancement Services.  This position reports directly to the Manager of Advancement Services.


Essential Duties and Responsibilities:


  • Manage, in coordination with Manager of Advancement Services, the process of properly coding gift records and processing all gift revenues including, but not limited to checks, cash, credit card transactions, online transactions, stock, gifts-in-kind, wire transfers, payroll deductions, matching gifts and internal transfers.
  • Enter and/or update donor records verifying accuracy through the use of on-line research tools and other institutional sources such as student records etc.
  • Scan all gift documentation and send event related documentation to event coordinator responsible for the event.
  • Responsible for the process of preparing gift receipts and acknowledgements, donor tax letters and other gift related correspondence including acquiring proper signatures, preparing envelopes, inserting and mailing.
  • Record pledges, verifying adequate documentation and coding, and prepare accurate pledge reminders to be sent to donors at the end of each month.
  • Using the Merchant account process all credit card charges, including sustainer transactions for gifts and pledge payments including verification and settlement.
  • Prepare matching gift forms to be sent to matching companies and confirm matching gift transactions sent by matching gift company sites.
  • Prepare daily gift transmittal report for University Advancement and President's Office and certain monthly reports as defined by supervisor.
  • Reconcile all entries with daily transmittals and prepare them for daily deposit
  • Ensure that all transactions necessary for closing the month are received and recorded
  • Work closely with Advancement Services Team to ensure database integrity
  • Perform database maintenance or other duties as outlined by the Manager of Advancement Services.



Qualifications and Requirements:


  • Minimum of 5 years of experience as a Gift Coordinator
  • Undergraduate degree preferred
  • Previous experience working with data and entering a high volume of transactions with time sensitive deadlines
  • High proficiency in database entry and reporting, online data processing, and general internet skills
  • High levels of overall organization, accuracy, time management, and ability to work with frequent interruptions
  • Proficiency using personal computers in a Windows network environment with Microsoft Word and Excel
  • Maintain a customer service orientation
  • Ability to be goal oriented and to prioritize a heavy workload
  • Ability to work well in a team environment
  • Willingness to take charge of assignments and follow through with them with minimal supervision
  • Able to work with high level of confidentiality related to projects and other information and be capable of making good judgment decisions
  • Strong attention to detail, with a focus on data analysis and integrity
  • Ability to utilize data tools to manage, analyze and validate data  
  • A fast paced environment and the ability to keep up with the volume of work presented 
  • The University of St. Thomas is an Equal Opportunity Employer
University of St. Thomas
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