"Gift Administration Officer"

About This Opportunity

Advancement and Community Engagement at UQ works in partnership with academic and professional colleagues throughout the University to increase engagement and to establish enduring relationships with key constituents including alumni, community, friends, organisations, trusts, foundations, industry and corporations.

Working under the direction of the Manager, Gift Operations, you will support the processing and administration of gifts and pledges from various giving channels, including the timely dissemination and continuous monitoring of philanthropic funds within UQ.

You will be responsible for ensuring accuracy and integrity of philanthropic gift data by evaluating donor, gift and fund information received and appropriately creating, maintaining, and enriching relevant university key databases and records.

As the Gift Administration Officer, you will employ a curiosity driven approach to support philanthropic donations to the University of Queensland, by recommending solutions, or escalating fund and gift transactions and donor inquiries when necessary. You will be expected to work closely with the Gift Operations team, as well as colleagues in the broader Gift Administration team. You will act as a point of contact and liaison to the Philanthropy portfolio, Donor Relations, Finance and Business Services, Research and Innovation and other key business partners regarding philanthropic donations.

Key responsibilities will include:

• Daily preparation of gift paperwork to process high touch/high-volume donor commitments (pledges and recurring gifts) and gifts from standard and specialised fundraising platforms and channels of giving into the Customer Relationship Management system (CRM).
• Continually review, update and maintain pledges and recurring gifts within the CRM by ensuring the timely distribution of pledge payment reminders to donors and/or their Relationship Managers and any respective adjustments resulting in a request from a donor and/or their Relationship Manager.
• Process, and provide data integrity analysis for philanthropic fund contributions, ensuring continual review and accuracy of gift and fund transactions within the CRM and ledger. Perform required corrective action.
• Develop and distribute donor communications related to donor receipts, acknowledgements, payments and reporting.
• Investigate and assist with daily donor questions, issues, and concerns and provide timely resolutions via email and phone communications.
• Support the implementation of changes and communication initiatives to complement project delivery, to move Advancement Services from current state to future state, including the implementation of a new CRM system.
• Perform other duties as assigned or required to support the Gift Administration team and the organisation.

About Advancement and Community Engagement

Advancement and Community Engagement (ACE) leads UQ’s social impact-focused portfolio. This includes oversight of philanthropic partnerships, The Queensland Commitment, global alumni engagement, community engagement and events, and relationship management systems and services.

We are committed to positioning UQ as a worthy destination for philanthropy, ensuring future generations have access to educational opportunity and that we continue to deliver world leading research and innovation.

Equally, our focus is on building strong relationships with more than 365,000 alumni worldwide, as Change-Makers. Together we create opportunities to share knowledge, skills, ideas and provide mentoring and peer coaching opportunities, that provide lifelong beneficial partnerships.

To learn more about philanthropy at UQ visit https://alumni.uq.edu.au/giving/.

To learn more about Advancement’s alumni engagement activities, visit https://alumni.uq.edu.au/.

To learn more about The Queensland Commitment, visit https://partners-community.uq.edu.au/queensland-commitment.

About UQ

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• Up to 26 weeks paid parental leave/paid primary care leave
• 17% superannuation contributions + 17.5% annual leave loading
• Access to flexible working arrangements
• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family
• Career development opportunities –access to exclusive internal-only vacancies and our Study for Staff program
• On campus childcare options
• Affordable parking (from just $6.40 a day)
• Salary packaging options

About You

You will bring a curiosity-driven approach and the ability to work both independently and collaboratively within our busy team, as well as having the following:

• A degree or advanced diploma qualification and at least one (1) year subsequent relevant work experience with a focus on philanthropy/fundraising/non-profit and/or data entry, business analytics, customer service, and/or an equivalent combination of relevant practical experience and or education/training.
• Knowledge of data processing and quality assurance that meet donor-centric expectations and the financial standards.
• Exceptional attention to detail with ability in using and applying policies, procedures, guidelines and/or industry standards to conduct data entry and enrichment tasks; and thinking creatively to solve data and workflow issues to deliver maximum efficiency.
• Demonstrated interpersonal and communication skills, both written and oral, including the ability to liaise effectively with a diverse range of people in a complex organisational environment.
• Demonstrated ability to work flexibly, independently, and within a team environment, using initiative, judgement and discretion.
• Demonstrated skill and knowledge of, or ability to learn quickly, the technology tools available to Advancement including Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

Desirable

• Experience working within higher education Advancement, or the not-for-profit sector.
• Experience in working with data from alumni and fundraising databases and CRMs such as the Raiser’s Edge or Salesforce.
• Advanced knowledge of Excel.

Questions?

For more information about this opportunity, please contact Jay Lee, Manager Gift Operations, h.lee10@uq.edu.au.

For application inquiries, please reach out to the Talent Acquisition team at talent@uq.edu.au, stating the job reference number (below) in the subject line. 

Want to Apply?

We welcome applications from all individuals and are committed to an inclusive and accessible recruitment process. To be considered, please ensure you upload:

• Resume
• A cover letter summarising how your background aligns with the 'About You' section

Our strength as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent, particularly from Australia’s First Nations Peoples. If you require an alternative method to submit your application due to accessibility needs or personal circumstances, please contact talent@uq.edu.au.

Other Information

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

Applications close Sunday 22 March 2026, 11.00pm AEST (R-62124). Please note applications will be reviewed as received. Candidates may be contacted prior to the job closing date. We encourage candidates to apply as soon as possible. The University of Queensland reserves the right to close this application process early.