6151 Gifts Processing Specialist


TITLE Gifts Processing Specialist




IMMEDIATE SUPERVISOR Director of Advancement Services


The Gift Processing Specialist is responsible for the accuracy of gift and pledge information entered into the University Advancement CRM. This position supports the Director and Assistant Director of Advancement Services. This position oversees the processing of In-kind gifts (which includes stock gifts and auction spreadsheets), payroll deduction, and recording major gift pledges. This position assists with the establishment of new valid account names and numbers within the Foundation by coordinating with the Foundation accountant regarding proper sequencing of accounts. Serves as a liaison to Foundation Accounting for reconciling nightly deposits as well resolving issues for returned checks and chargebacks and voiding those transactions on CRM. This person must be capable of managing multiple projects as well as require little supervision.


Education: At least forty-eight hours of college credit is required; a bachelor’s degree is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.

Experience: At least three years of accounting or bookkeeping experience is required. Experience with data entry is required. Specialized training and experience maintaining, monitoring, and reconciling financial records and accounts is preferred. Prior experience in a university setting or higher education environment is preferred.

Skills: Effective verbal and written communication skills are required; effective interpersonal and organizational skills are required. The ability to maintain department financial records and accounts and prepare complex financial reports is required. Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department are required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Effort: Occasionally required to lift and carry materials, decorations, and equipment for special event set up such as yearbooks, centerpieces, computers, printers, calculators, etc. weighing up to 25 pounds.

Other: Scope of the job requires evening and occasional weekend work.


1. Ensures the accuracy of gift and pledge information entered on the University Advancement database by performing one of the steps in the audit trail for processing daily private contributions to the University.

2. Facilitates the processing of in-kind-gifts and payroll deductions to the Foundation by assisting with the preparation of paperwork to allow posting of required information to the Foundation's database.

3. Works with Missouri State University-West Plains, Broadcast Services, Athletics Development, as well as other campus departments regarding fundraising auctions by coordinating information from those departments and preparing cash receipts for proper gift posting of donated in-kind gifts and auction purchases that qualify as gifts.

4. Capable of understanding two different ERP but complementary computer systems and able to navigate between them for financial entry and reporting.

5. Works with financial services and Foundation accounting to ensure that all refunds are correctly documented as well as daily transactions reconcile.

6. Promotes a positive and professional image of the department by being knowledgeable about various departmental procedures and policies, appropriately answering questions asked by alumni, donors, faculty, staff, or others doing business with the department, and referring questions or issues beyond the scope of one’s expertise to the appropriate administrator.

7. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.

8. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

9. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the supervisor.

10. Contributes to the overall success of the University Advancement by performing all other duties and responsibilities as assigned.


The Gifts Processing Specialist as needed will select, schedule, assign and supervise the work of full-time employees, student workers, part-time employees, or graduate assistants.