Gift Processing Manager

Ferrum, VA
Full Time
Institutional Advancement
Entry Level
The Gift Processing Manager is a critical role within Institutional Advancement and has the responsibility of supporting fundraising efforts by accurately processing, entering, receipting, tracking, and reporting all charitable gifts made to Ferrum College according to policies, standards, timeline requirements, guidelines, and regulations. This position has a critical role in ensuring that donors have a quality experience when making a financial donation to Ferrum College. The position works in direct partnership and collaboration with members of the team focused on donor stewardship recognition. 

The Gift Processing Manager ensures the proper and timely capture of gift and constituent data in the department's approved CRM database; creates proper written receipts and acknowledgements to donors based on gift type; ensures accurate constituent and gift data in the CRM; and produces reports needed for Ferrum College's Business Office, departments and programs across campus for which gifts are designated, and for members of leadership. 

This position coordinates and sends communications to constituents related to gifts and events as needed. This position has a direct responsibility for ensuring gift data integrity in the database, ensuring that data is entered and managed with accuracy, completeness, timeliness, consistency, and validity. This position will collaborate and work closely with other members of Institutional Advancement and the other college offices to ensure the accurate processing and designation of gifts and communications. This position will also provide guidance and assistance to others who have a responsibility for data entry and management within the CRM database. 
  • Performs timely and accurate data entry of gifts, as well as donor and fund information, into the CRM database for all gifts made to the college. 
  • Produces proper written receipts and acknowledgements for donors for all charitable gifts and tributes. 
  • Produces reports on all gifts on a regular basis for the Business Office, departments and programs that are recipients of the gifts, and to leadership. 
  • Manages and files all necessary and available documentation for gift, fund, and constituent archives, as well as attaches documentation to records in the database. 
  • Ensures that gift and data policies, standards, guidelines, regulations, and requirements are met. 
  • Ensures the accuracy, timelines, and completeness, consistency, and validity of all gift records and data entered and processed. 
  • Produces written receipts and acknowledgments for donors with accuracy, quality, and timeliness. 
  • Researches and resolves any discrepancies in gift and constituent records. 
  • Coordinates and sends communications to constituents related to gifts, as needed. 
  • Responds to inquiries from constituents regarding gifts. 
  • Performs research, as needed and requested, on past gifts. 
  • Collaborates closely with the Business Office and other college offices to ensure the accurate designations and processing of gifts. 
  • Provides guidance and assistance to others who have a responsibility for data entry and management within the CRM database. 
  • Provides the Vice President of Institutional Advancement with reports and data requested and needed. 
  • Ensures working knowledge of Raiser's Edge. 
  • Maintains confidentiality of constituent and gift information. 
  • Creates and updates gift processing policy and procedures documentation. 
  • Contributes to, support, and abides by office policies and procedures, as well as industry, regulatory, and legal requirements. 
  • Contributes to projects such as workflow improvements, technology solutions, and operational enhancement. 
  • Maintains filing and records management systems gifts, funds, and donor records. 
  • Performs other related duties as assigned. 

Additional Responsibilities: This role may include other duties as assigned to support the overall operations and mission of the college. Flexibility and adaptability are essential, as responsibilities may evolve based on institutional needs. 

Work Autonomy: This position is classified as exempt under the Fair Labor Standards Act (FLSA) and requires the ability to perform duties independently, exercise sound judgement, and manage responsibilities with minimal supervision while meeting organizational goals and expectations. 

Supervision Given: Possible student employees. 


Minimum Qualifications: 
  • Strong competency in Google Sheets or Microsoft Excel.
  • Data Entry experience.
  • Understanding of CRMs' purpose and general capabilities.
  • Highly developed analytical skills.
  • Ability to work independently in a deadline-driven environment.
  • Excellent organizational skills and work habits.
  • Exceptional attention to detail and accuracy.
  • Excellent written communication skills.
  • Proven project management skills, including the ability to manage multiple projects simultaneously and meet deadlines. 
  • Strong interpersonal skills to collaborate effectively with diverse stakeholders. 
  • High level of professionalism, integrity, and attention to detail. 
  • Ability to adapt to changing priorities and work under pressure. 
  • Ability to work evenings and some weekends on occasion.
  • Ability to travel independently as needed. 

Preferred Qualifications:
  • Bachelor's Degree
  • Gift Processing Experience
  • Higher Education Experience
  • Competency with a variety of computer software
  • Experience with Raiser's Edge
  • Knowledge of federal and state regulations and compliance requirements for charitable giving. 

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