Senior Gift and Records Processing Specialist

Job Requisition:

JR101556 Senior Gift and Records Processing Specialist (Open)

Job Posting Title:

Senior Gift and Records Processing Specialist

Department:

CC00269 WM001 | WMUA | Gifts & Records Administration

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

William & Mary

Primary Job Posting Location:

William & Mary

Job Description Summary:

Mission Statement

University Advancement creates the conditions for opportunity – human, financial and experiential – by garnering and stewarding the resources that advance William & Mary.

The William & Mary Foundation was created for the purpose of advancing and furthering the aims and purposes of the university of William & Mary (the “University” or “William & Mary”) by the development and application of financial and other resources to the progress of the University and is organized and operated exclusively for charitable, scientific, and educational purposes, within the meaning of section 501©(3) of the Internal Revenue Code, including receiving, managing, investing, and administering private gifts and property and making expenditures to or for the benefit of the University.
Consistent with the university’s shared services agreement with the William & Mary Foundation (WMF), this position is assigned 25% effort to support Foundation Services, LLC, a subsidiary of the WMF, with the responsibilities outlined below.

Position Summary

The Senior Gift and Records Processing Specialist is an integral member of the Office of Gift & Records Administration in the Office of University Advancement at William & Mary.
Reporting to the Associate Director of Gift Processing and Data Integrity, the Senior Gift and Records Processing Specialist is responsible for processing and maintaining accurate records of philanthropic contributions, donor information, and alumni data in support of the institution’s fundraising and engagement efforts. This is a leadership role within the gift processing team and is responsible for distributing work to and reviewing the work of the Gift Processing and Records Specialists. The Senior Gift and Records Processing Specialist also collaborates with various units in the Office of University Advancement on solicitations and gifts and pledges requiring special attention.

The Senior Gift and Records Processing specialist is responsible for processing complex gifts that require significant attention to detail and a high level of customer service as well as data entry and data validation. The Senior Gift and Records Processing Specialist follows appropriate standards and policies and works with speed and a high degree of accuracy to fulfill the team’s goal to ensure that all gifts, pledges and pledge payments are processed accurately and efficiently, and the accuracy and integrity of constituent records are maintained as mandated by professional and legal requirements.

The Senior Gift and Records Processing Specialist will help foster a culture of belonging that provides opportunity for all people and perspectives. This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

Job Description:

Salary: $55,000 - $64,000 commensurate with experience and internal alignment.

A resume and cover letter are required for this position. Workday will not prompt you to submit a cover letter, but it is required for this role. For full consideration, submit application materials by the review date. Applications received after the review date will be considered if needed.

Required Qualifications:

• High school diploma or equivalent.

• Familiarity with and understanding of the purpose of fundraising in higher education or a nonprofit setting.

• Bookkeeping experience, using automated bookkeeping software and/or system (typically 1-2 years).

• Demonstrated ability and desire to learn, retain, and apply complex, detailed processes and procedures.

• Proficiency working with a variety of software applications (MS Office).

• Strong mathematical and computational skills and the ability to audit or proof one’s own work to ensure accurate calculations.

• Strong analytical and problem-solving skills with the ability to analyze large sets of data, and reports.

• Ability to work independently, exercise discretion, diplomacy and use good judgment in performing all responsibilities.

• Commitment to meet expectations of efficiencies, timeliness, and accuracy.

• Strong oral and written communication skills with a strong customer service orientation, the ability to articulately respond to donor calls and inquiries, ability to provide effective feedback on colleagues’ work within the department, and ability to provide instruction and training to junior team members.

• Strong organizational skills with the ability to thrive in a fast-paced, cyclical environment while managing multiple priorities within strict deadlines.

Preferred Qualifications:

• Bachelor’s degree in business, accounting, finance or related field.

• Demonstrated experience working in a bookkeeping or data entry function in a fast-paced and busy office (typically 2-4 years).

• Experience with a relational database (typically 3-5 years).

• Experience with Gift Processing, Database Management, and/or Donor Services activities of a Non-Profit Organization, especially higher education.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.

• This position is subject to overtime during high peak times (e.g., during the end of the calendar and end of the fiscal year).

• This position may also be required to work beyond the typical workday/week and work during holiday break in order to meet the needs of the business.

Duties:

50% - Gift Processing:

• Manages the intake of gifts into the department’s project management workflow, ensuring all gifts are distributed for processing into the CRM.

• Reviews the work of the Gift Processing Specialists, ensuring accuracy and timeliness.

• Provides guidance and training for Gift Processing Specialists and serves as a resource for gift and data integrity inquiries.

• Processes complex gifts that require high attention to detail.

• Completes all the necessary steps with speed and a high degree of accuracy to ensure all gifts, pledges, pledge payments made by a variety of mechanisms (including, but not limited to check, credit cards, securities, payroll deduction, grants, donor advised funds, IRA distributions and gifts in kind) are processed following financial standards, University policies, and IRS regulations to the William & Mary Foundation or other University foundations.

• Accurately determines the appropriate donor intent based on documentation provided.

• Researches incomplete information from a variety of sources to avoid entering gifts into a temporary holding account.

• Maintains documentation for all posted transactions in accordance with document retention policies and procedures.

• Prepares matching gift forms to be sent to matching companies and confirms matching gift transactions sent by matching gift company sites.

• Assists with producing gift receipts and acknowledgements, donor tax letters and other gift- related correspondence including acquiring proper signatures, preparing envelopes, and mailing.

• Follows policies and guidelines for data entry of confidential, sensitive, and protected information as set forth by the William & Mary Foundation or other University foundations.

 

25% - Financial Controls:

• Receives and handles multiple forms of donations, including cash, checks, and credit card information as well as payroll deduction information, securities, and gifts in kind for the William & Mary Foundation or other University foundations.

• Maintains control log and documentation related to William & Mary’s third-party lockbox provider.

• Validates information in multiple systems for accuracy and identifies errors and discrepancies.

• Produces and prepares transmittals for daily deposit either through remote deposit capture technology, or direct transfer to the appropriate related foundation.

• Enforces and monitors business process controls designed to safeguard the integrity of finance-related data, and protects assets, in cooperation with our finance function.

• Prepares for and responds to audit requests.

• Protects and enforces the privacy and confidentiality of donor records, including the management, organization, and security of donor files.

• Conducts data entry, updates and verification processes to enhance database quality.

• Adds new or updates biographical information for donor records manually or using import tools.

• Identifies potential and existing data integrity concerns utilizing audit tools including queries.

15% - Records Processing/Data Integrity:

• Protects and enforces the privacy and confidentiality of donor records, including the management, organization, and security of donor files.

• Conducts data entry, updates and verification processes to enhance database quality.

• Adds new or updates biographical information for donor records manually or using import tools.

• Identifies potential and existing data integrity concerns utilizing audit tools including queries.

 

10% - Customer Service & Office Administration:

• Responds to donors’ concerns or questions received by phone or email.

• Conducts related research of giving history, documentation, and current statements and relays accurate information to donors.

• Serves as a liaison to University departments.

• Strategizes in unit meetings regarding special projects and events impacting contributions as needed.

• Collaborates with various units in Advancement on solicitations and items requiring special attention or exceptions to current practices.

• Participates in cross training with other team members and other teams. Acts as backup for team members when necessary.

• Helps create and maintain procedure documents.

• Contributes to the team functioning as a consistent, knowledgeable and reliable resource for our staff and constituents.

• Other duties as assigned.

This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.

Additional Job Description:

Job Profile:

JP0066 - Administrative & Office Specialist III - Nonexempt - Salary - S09

Qualifications:

Compensation Grade:

S09

Recruiting Start Date:

2026-04-07

Review Date:

2026-04-28

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

 

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.