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Gift Processing Coordinator

Position Summary

The Gift Processing Coordinator is responsible for prompt and accurate processing of all cash and non-cash highly confidential charitable donations received by the Foundation. In conjunction with this responsibility, the Gift Processing Coordinator will process required adjustments, perform special coding to designate quid pro quo transactions, solicitation efforts, planned giving, stock gifts, and other special circumstance situations. Additionally, she/he will provide technical expertise and solutions that will support the objectives of the Foundation. 

Core Responsibilities include but are not limited to:

  1. Process gift batches and associated documents to produce accurate records and timely receipts; complete and review gift transmittals as needed; research gifts as needed to ensure correct designation.
  2. Analyze and edit source documents to determine correct information regarding memberships, gifts and donors; enter appropriate gift data into KSU Foundation’s constituent database.
  3. Assist with the review of all daily work to insure correctness of data entry.
  4. Research and respond to donors’ questions and concerns about their gifts.
  5. Entry of new pledges into database, both from Accounting and gift officers, after verify required information is complete and accurate.
  6. Answer Foundation staff member inquiries pertaining to database system and gift data stored.
  7. Assist in maintaining complete, cohesive, and accurate written policies and procedures in PolicyTech; answer inquiries related to these policies and procedures.
  8. Maintain the Foundation database by receiving, analyzing, and updating information to donors’ records.
  9. Identify inefficient/ineffective processes and implement improvements.
  10. Perform other duties as assigned.


  • High School Diploma, GED, or equivalent required; Bachelor’s Degree preferred or equivalent combination of education and experience.
  • Minimum of 6 months to 1 year of prior database and/or other directly related experience required.
  • Ability to maintain confidentiality of information.
  • Ability to maintain high level of accuracy while meeting deadlines.
  • Experienced problem solving ability with strong detail oriented, analytical and logical thinking skills.
  • Organizational and project management skills, including ability to prioritize and meet frequently changing needs.
  • Ability to communicate effectively with a diverse donor base, university partners, foundation colleagues and peers through verbal and written means.
  • A valid motor vehicle operator’s license with an acceptable driving record required.


No travel required.

Physical Demands:

  • Work is primarily sedentary. Must be able to sit for long periods of time. May require occasional physical exertion such as long periods of sitting or standing; recurring bending, crouching, stooping, stretching, reaching, or similar activities.

Desired Skills & Experience:

  • Ability to work in a team environment, including establishing and documenting procedures.
  • Basic computer knowledge and ability to use word processing, spreadsheet and database software programs.
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