What are the responsibilities and job description for the Gift Processing & Data Integrity Specialist position at Thomas College?
Description
Thomas College, located in beautiful Waterville, Maine, is defining what it means to be the College of the Future. With a strong commitment to innovation, career readiness, and community partnerships, Thomas College is consistently ranked by U.S. News & World Report as one of Maine’s top colleges for social mobility. Our distinctive Guaranteed Job Program™, accelerated undergraduate degrees, and flexible graduate programs empower students to advance faster in business, entrepreneurship, education, technology, applied STEM, and arts & science fields. At Thomas, belonging isn’t a buzzword; it’s a promise. We create a supportive, welcoming environment where every student is seen, valued, and prepared to thrive in a rapidly changing world. For more information visit Thomas.edu.
The Gift Processing & Data Integrity Specialist is responsible for the strategic oversight, integrity, and governance of the College’s advancement data systems and gift administration processes. This position serves as a key operational partner in Advancement, exercising independent judgment and discretion in managing donor records, interpreting donor intent, ensuring regulatory compliance, and optimizing data systems that inform fundraising strategy and institutional decision-making. This ensures that the college remains compliant with IRS regulations and CASE (Council for Advancement and Support of Education) reporting standards.
This role is critical to ensuring the accuracy, reliability, and appropriate use of donor and alumni data, and requires the ability to analyze, interpret, and apply policies, procedures, and regulatory standards to varied situations.
The qualified candidate will oversee and execute the accurate recording, processing, and documentation of all philanthropic contributions in accordance with IRS regulations, CASE standards, and institutional policies. Interpret donor intent and apply appropriate fund designations, exercising judgment in situations involving ambiguity or complex gift structures. Ensure timely and compliant acknowledgment and receipting practices, including review and refinement of processes to improve efficiency and donor stewardship. Monitor and manage pledge schedules, recurring gifts, and exception handling.
Serve as the primary steward of the Advancement database, establishing and enforcing data standards, policies, and procedures to ensure data accuracy, consistency, and usability. Analyze data trends and discrepancies; proactively identify and resolve data integrity issues. Collaborate with Advancement leadership and Finance to evaluate and improve gift processing workflows and data systems.
Must have the ability to interpret complex information, evaluate data integrity issues, and make informed decisions with limited guidance. Demonstrated ability to handle sensitive information and apply policies to varied and nuanced situations. Advanced proficiency with CRM/database systems (e.g., Raiser’s Edge, Salesforce, Jenzabar, Slate) and data management principles. Understanding of IRS gift regulations, data privacy standards (e.g., FERPA), and donor stewardship best practices. Must have strong Excel skills (data analysis, formulas), reporting tools, and document management systems.
Bachelor’s degree preferred; Associate’s degree with relevant experience required. 2–4 years of progressively responsible experience in data management, advancement services, finance operations, or related field. Experience requiring independent judgment and decision-making in administrative or operational functions strongly preferred. Ability to evaluate workflows and implement efficiencies.
Thomas offers a competitive benefits package to include:
Medical insurance, dental insurance, life insurance, disability insurance, 6% 403(b) matching plan, paid vacation, paid sick leave, thirteen paid holidays, on-site gym, meal discounts and free tuition for employees, spouse and dependent children.
Interested applicants should submit a cover letter, resume and names of three professional references. Please include an email address on your application materials.