Gift Processing Specialist and Administrative Assistant

Posted July 22, 2026

Department of Advancement, University of Charleston

Position Summary:

The Gift Processing Specialist and Administrative Assistant will have primary responsibility for maintaining an accurate Raiser’s Edge database system, including gift processing, acknowledgment, reporting, mailings, and data analysis for the day-to-day operations of the Advancement Department. The Administrative Assistant position will have the responsibility of answering the main telephone line for the University and distributing the calls to an appropriate department and contact. Additionally, the specialist will perform assigned duties with Advancement projects such as the UC Builders group and alumni activities.

Essential Responsibilities:

• Enter and maintain data in Raiser’s Edge database system and audit the integrity of that data.
  • Maintain accurate constituent records.
  • Efficiently enter all gifts into the database and prepare acknowledgement letters.
  • Prepare deposits and send pledge reminders as scheduled.
  • Must be able to balance deposits with database.
  • Must send pledge reminders/invoices on a monthly basis.
  • Keep accurate records of all gifts processed and acknowledge for tax purposes.
  • Answer the University main phone line and distribute calls to appropriate department and contact.
  • Respond to request for reports and information from donors, volunteers, and staff in a professional and timely manner.
  • Function as the power user on all software/participating in RE as requested.
  • Provide monthly/annual reporting to the Business Office and the VP of Development as scheduled.
  • Work with the advancement directors to create data lists needed for appeals, invitations, and mailings. Provide administrative support for mailings when needed – ex. mail merges, envelopes, etc.
  • Proofread and copy edit as needed.
  • Maintain office supplies and archived files for the department.
  • Initiate check requests and submission of credit card expense reports.
  • Assist with event activities, particularly recording RSVPs and providing staff support at events as requested.
  • Develop good rapport with support groups (Alumni, Builders, Trustees).
  • Perform all functions with a high degree of accuracy and confidentiality.
  • Backup for Front Desk as needed.
  • Perform other duties as assigned.

Qualifications:

• Advanced Microsoft Office Skills, specifically Microsoft Word and Excel
• Experience with a relational database – Raiser’s Edge Preferred
• Strong Customer Service Skills
• Bookkeeping experience or familiarity with basic accounting functions would be helpful
• 2 years of general office experience
• Attention to detail/strong proofreading capabilities
• A.S. Degree or higher

Applications will be accepted until the position is filled.

Interested applicants should submit cover letter, resume, references, and salary requirements to:

Gail Carter, VP of University Development

gailcarter@ucwv.edu

Applicants must be authorized to work in the United States without the need for current or future visa sponsorship.

The University is unable to sponsor visas or green cards at this time.

The University of Charleston is an Equal Opportunity Employer