Gifts & Records Specialist

Gifts & Records Specialist

Job No: 538342

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Advancement, Veteran's Preference Eligible

Department: 50010000 - AD-VP ADVANCEMENT

Job Description

Classification Title:

Specialist, Gifts & Records

Classification Minimum Requirements:

High school diploma or equivalent and two years of relevant experience.

Job Description:

The Gifts & Records Specialist is a highly visible and responsible position that provides independent judgment and critical thinking for the management of corporate matching gift claims. Reporting to the Associate Director of Gifts & Records, this position will disseminate information to the Gifts & Records team and serve as a unit resource for databases, websites, word processing, reporting, policies, and procedures.

Gift Matching Management

• Compile, analyze, and manage all corporate matching gift claim forms and corporate matching gift checks received by the UF Advancement (UFA), which include researching employment status and updating the CRM.
• Monitor matching gift program websites to confirm donor online match requests.
• Contact corporate matching gift centers when necessary to ensure the accuracy of our data, to resolve problems, to locate donor information, and to follow up on outstanding claims.
• Serve as a unit contact and liaison with Prospect Management, Research, and Analysis, Corporate and Foundation Relations, and Annual Giving to enhance the fundraising efforts of UF's corporate matching gift program.
• Advise donors in writing of incomplete or rejected matching gift claims; oversee the provision of administrative services and the resolution of problems and inquiries.
• Serve as a unit contact and liaison for other unit departments that process their own corporate matching gift claim forms, e.g. Gator Boosters, Law Center Association, and WUFT.
• Enter and reconcile matching gifts into the CRM.
  
  

Biographical Data Entry & Quality Assurance

• Verify and update biographical/entity information in the CRM per gift batches, alumni memberships, Annual Giving, emails, unit requests, Phonathon reports, obituary registries, data services and special projects.
• Create new entities, both individual and corporate, within the CRM.
• Assist in all Biographical Services projects requiring advanced data processing.
• Utilize the internet and other online tools to research information to accurately update biographical records.
• Preserve the data integrity of constituent and gift information.
• Handle complex record functions, such as the creation of Headquarters records and merging corporate entities.
  
  

Leadership

• Disseminate information to Gifts & Records team and serve as a unit resource for databases, websites, word processing, reporting, policies, and procedures.
• Execute best practices in Gifts and Records, office systems, practices, files and record keeping, and effective use of all resources and tools.
• Maintain a high level of confidentiality when receiving and maintaining sensitive information.
• Ensure Gifts and Records team remains in compliance with federal and state laws, rules and regulations, and University policies and procedures.
• Commitment to customer service with the ability to build productive relationships with internal and external stakeholders, resolving complex issues.
• Serve as subject matter expert for Gifts and Records team in the areas of matching gift claims.
• Evaluate processes and procedures, making recommendations and adjustments as needed in coordination with the Associate Director.
• Oversee donor mailbox by corresponding directly with donors and delegating emails to units better suited to respond.
• Assist other departmental areas of need during high-volume periods by processing manual gift batches in the CRM.
  
  

Fiscal Management

• Check for quality assurance including, but not limited to, maintaining timely workflows, and generating reports.
• Analyze and code third-party checks, such as donor advised-funds, to ensure correct booking and advise on donor notification.
  
  

Expected Salary:

Up to $19.64 per hour; commensurate with education and experience.

The University of Florida offers a competitive benefits package including:

• Affordable State Health Plans (National Coverage): Medical, dental, and vision insurance
• Comprehensive Coverage: Life and disability insurance
• Secure Retirement Options: Generous plans to safeguard your future
• Paid Time Off: Including 11 paid holidays, as well as family, sick, and vacation leave
• Professional and Personal Growth: Opportunities through UF Training & Organization Development, leadership development, LinkedIn Learning, and more
• Tuition Assistance: Benefit from the UF Employee Education Program
• PSLF Eligibility: We are a Public Service Loan Forgiveness eligible employer
  
  

Click here to learn more about UF's complete benefit offerings.

Required Qualifications:

High school diploma or equivalent and two years of relevant experience.

Preferred:

The successful candidate will possess:

• Two years of gift processing experience, or a combination of education and experience in a professional, customer service, team-oriented environment.
• Knowledge of basic accounting policies and procedures.
• Ability to use sound judgment and exercise strict confidentiality and discretion in all matters.
• Data entry, proofreading, grammar, and spelling skills.
• Strong analytical and problem-solving skills
• Ability to work accurately and efficiently with minimum supervision.
• Demonstrated commitment to provide excellent customer service and promote positive interaction between operations and professional staff as well as internally.
• Ability to do in-depth research and follow-up.
• Ability to keyboard or type 45 accurate words per minute.
• Excellent organizational and time management skills.
• Experience in a professional, customer service, team-oriented environment.
• Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
• Support the University's commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
• Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.
  
  

Special Instructions To Applicants:

In order to be considered, you must upload your cover letter, resume and three references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date. Work visa sponsorship is not available for this position.

This position is eligible for Veteran's preference. If you are claiming Veteran's preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required:

No

Applications Close: 14 January 2026

To apply, visit https://explore.jobs.ufl.edu/en-us/job/538342

Our Commitment:

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.

Copyright ©2025 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency

jeid-5a722ff07ecb4646b87dbfbd796eb0c2