Gift Processing Specialist

Department: University Advancement

Reports To: Director of Advancement Data Systems

FLSA Status: Non-Exempt

Effective Date: November 2025

Why Join Linfield University?

Be part of a mission-driven community where your precision and care directly support student success. As our Gift Entry Specialist, you'll help safeguard the integrity of donor records and ensure a stellar experience for supporters who believe in Linfield University's future. If you love details, teamwork, and meaningful impact, we'd love to hear from you.

Job Summary

FTE: .60 (Approx. 24 hours per week)

The Gift Entry Specialist is an integral part of the University Advancement team, assisting with the maintenance of the donor database, having primary responsibility for receiving, recording, and acknowledging gifts to Linfield University. Working in a proactive and collaborative manner with a variety of campus partners, this position is vital in the university's efforts to maintain its integrity and reputation as an entity worthy of philanthropic support.

Primary Duties and Responsibilities

• Receive, process, and acknowledge gifts of various kinds as they come to the university through a variety of methods.
• Maintain records of all pledges of support and prepare and send pledge reminders at appropriate times.
• Perform regular reconciliation of gift records with entries in the university's general ledger.
• Develop, implement, and maintain processes to ensure confidentiality and security of sensitive donor information.
• Maintain sufficient documentation of gifts so that any inquiries received can be addressed in a timely and efficient manner.
• Identify companies that provide matching gifts to employees and maintain records so that outreach can be made to people who might be eligible for such a program.
• Provide regular reports of gift activity to relevant departments so that they are aware of funds available in support of their programs.
• Assist with various data integrity projects to ensure that data present in the university advancement database is as accurate as possible.
• Provide support to other areas of advancement as necessary, including backup on answering phones and helping with large projects coordinated by other support staff.
• Responsible for verifying data integrity and quality across multiple systems (SIS, search platforms, etc).
• Perform other duties as assigned including following all university policies and procedures.

Qualifications

• High school diploma or equivalent required and 1-2 years of education or experience in bookkeeping or accounting, or an equivalent combination of education and experience.
• Experience with Microsoft Office, particularly with developing Excel spreadsheets and letters.
• Excellent communication skills, both written and verbal.
• Knowledge of and experience with relational databases and their use, with preference for experience with Salesforce NPSP.
• Ability to organize and prioritize work effectively based on an understanding of organizational policies and objectives.
• Attention to detail and strong proofreading skills are essential.
• Ability to establish and maintain rapport and work collaboratively with people, whether they be on campus or part of the general public.
• Ability to represent the division and university in a friendly, courteous, and professional manner.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed in an office environment and is sedentary in nature. Constant sitting, seeing, hearing, talking and repetitive hand, wrist, and finger movement. Frequent walking, standing, climbing stairs, and reaching. Occasional bending, stooping, and lifting up to forty pounds.

Linfield University participates in E-Verify to verify the identity and work eligibility of all new employees.

To apply, please submit your application materials through the Linfield University employment portal. We look forward to learning more about how your experience and passion align with our mission.

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