Gift Processing and Records Management Specialist

This position is responsible for the recording and acknowledgement of Barry University’s constituents’ data and donations, as well as scanning checks and creating deposit information which feeds into the general ledger. This position works closely with the University Advancement and Accounting teams, primarily, ensuring efficiency and timeliness in processing donor information and donations using best practice techniques to maintain optimal data integrity. This position plays a key role in maintaining database integrity and in maintaining donor communication and satisfaction through timely donor acknowledgement.

Oversee the accurate entry and timely processing of donation data using CASE Gift Processing Guidelines and Best Practices.

• Responsible for the processing and posting of donation checks into the bank within 24 hours of receipt.
• Responsible for receiving and processing credit cards, ACH, pledges, recurring gifts, and in-kind donations across multiple software platforms.
• Responsible for fund management, coordinating the creation of GL funds with the Department of Finance while following auditing procedures and donor agreements.
• Verify and update biographical/entity information per gift batches, Annual Giving, emails, unit requests, Phonathon reports, obituary registries, data services and special projects.
• Conduct reconciliation following established audit-trail procedures for daily feed of gift entries into the general ledger
• Perform monthly donation reconciliation with the Department of Finance.
• Responsible for processing and reconciling refund transactions.
• Maintain the Matching Gift process.
• Produce audit reports as needed for Finance and IT.
• Responsible for on-line gift form creation and management to receive on-line donations.

Administration and Operations Support

• Responsible to produce timely gift receipts to donors with a target of 48 hours of receipt of donation.
• Generates lists for and performs mail merge for official University gift receipts, pledge reminders and recognition letters for mailing/emails.
• Responds to requests from Development Officers as well as from donors/potential donors.
• Responsible for documenting gift processes for Advancement Services and Development staff
• Assist the Senior Director in updating and implementing new systems and workflows and in documenting cash management internal controls and procedures.
• Manages the Advancement Services TD Job Program, reading and assigning jobs to various staff members
• Oversees registration through the event management software
• Produce and maintain various event reports for various entities
• Produce and maintain giving reports for various entities, fundraisers, schools, etc.
• Assist with processing expenses and running expense reports, as a back-up to the Administrative Coordinator of the Vice President.
• Participate in special projects and handle other related duties as assigned.
• Excellent analytical and problem-solving skills.
• Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
• An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
• The ability to work accurately and efficiently with minimum supervision.
• A willingness to work overtime is required including Saturdays and holidays.
• Ability to do in-depth research and follow-up.
• Excellent organizational and time management skills.
• High school diploma required.
• Bachelor's degree preferred.

This is an in-person position.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.