Constituent Records Coordinator

Posting Details

I. Job Overview

Job Description Summary:

The Division of University Advancement (UA) is responsible for leading the university’s alumni and fundraising efforts and seeks to promote a culture of philanthropy throughout the university community, including alumni, students, parents, faculty, staff, corporations and foundations, patients, and friends. Our goal is to advance GW’s mission of excellence in education, research, scholarship, and patient care.

The Constituent Records Coordinator is responsible for the timely and accurate entry of charitable contributions and the maintenance of constituent biographical data within the university’s advancement database. Reporting to the Director of Gift Processing, this role ensures the integrity of the donor database by adhering to established policies and CASE standards. The coordinator serves as a key departmental resource for high-volume data management and provides essential support for daily gift processing.

Gift Processing and Documentation:

• Routine Gift Entry: Perform high-volume, accurate entry of standard charitable gifts, including cash, checks, credit card transactions, and recurring gifts.
• Matching Gifts: Manage the administration of matching gift claims, verifying eligibility and updating corporate matching portals.
• Import Preparation: Assist in preparing and cleaning data files from third-party platforms (e.g., GiveCampus, lockbox services, Luminate) for daily import into the database.
• Receipting: Generate and distribute official tax receipts ensuring all templates meet university branding and IRS compliance standards.
  
  

Data Integrity and Biographical Maintenance:

• Biographical Updates: Assist in processing biographical update requests (address changes, marital status, names, etc.) from internal and external sources.
• Quality Control: Assist in regular data audits and integrity checks as directed by the Director to identify and merge duplicate records or correct formatting errors.
• Compliance: Maintain strict adherence to university data policies and CASE Management Guidelines to ensure compliance and accuracy.
  
  

Collaboration and Process Support:

• Process Documentation: Assist the Director in drafting and updating “Standard Operating Procedures” (SOPs) for routine gift entry and data maintenance tasks.
• Project Support: Independently manage assigned multi-step projects, such as large-scale data clean-up efforts or and reconciliation of documentation.
  
  

General Support:

• Assist the Director of Gift Processing with special projects and other duties as assigned.
• Maintain current knowledge of best practices in gift processing and philanthropy.
  
  

Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a high school diploma/ GED plus 3 years of relevant professional experience, or, a Bachelor’s degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:

Preferred Qualifications:

• 1 years of experience in gift processing or a related data processing role, preferably in a higher education or non-profit environment.
• Strong understanding of gift types and gift acceptance policies.
• Familiarity with the CASE Management Guidelines and Reporting Standards.
• Demonstrated experience with a large-scale fundraising database (e.g., Blackbaud Raiser’s Edge, Ellucian Advance, Salesforce).
• Excellent attention to detail and a commitment to data accuracy.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
  
  

Hiring Range $21.80 - $33.98

GW Staff Approach to Pay

How is pay for new employees determined at GW?

Healthcare Benefits

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well-being and various voluntary benefits. For program details and eligibility, please visit https://hr.gwu.edu/benefits-programs.

II. JOB DETAILS

Campus Location: Foggy Bottom, Washington, D.C.

College/School/Department: University Advancement

Family Dev & Alumni Relations

Sub-Family Constituent Records

Stream Service and Support

Level Level 3

Full-Time/Part-Time: Full-Time

Hours Per Week: 40

Work Schedule: Monday - Friday, 8:30am-5:00pm

Will this job require the employee to work on site? Yes

Employee Onsite Status Hybrid

Telework: Yes

Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search

Special Instructions to Applicants:

Employer will not sponsor for employment Visa status

Internal Applicants Only? No

Posting Number: S014151

Job Open Date: 04/28/2026

Job Close Date:

If temporary, grant funded, Sponsored Project funded or limited term appointment, position funded until:

Background Screening Successful Completion of a Background Screening will be required as a condition of hire.

EEO Statement:

The university is an Equal Employment Opportunity employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.