Gift Processing Specialist

Gift Processing Specialist

Company:
Villanova University

Job Location:
Villanova, 19085

Category:
Development and Fundraising

Type:
Full-Time

Posting Number: 20260245S

Location
Villanova, PA

Work Schedule: full-time/12-months

Department: 604 - University Advancement

Position Summary

Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!

Why work at Villanova?
Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

Villanova University has embarked on a 10-year strategic plan, Rooted. Restless., with the goal of enhancing the Augustinian Catholic living and learning experience for all members of our community. University Advancement is seeking exceptional talent to join our mission-driven team working together toward our shared vision for Villanova, fueled by the generosity of the University's philanthropic supporters as we "keep moving" in the spirit of St. Augustine in the public phase of Villanova's comprehensive capital campaign: Espiritus Nova.

The Gift Processing Specialist is a key member of the Gift Administration team in University Advancement, reporting to the Senior Director of Gift Administration. This role supports the daily operations of gift and pledge processing and ensures the accurate and timely recording of donor contributions.

The Specialist is responsible for managing the matching gift process and assisting with the processing of charitable gifts from alumni, parents, corporations, foundations, friends, faculty, staff and students. Core duties include entering gift and pledge transactions into the Banner system, generating gift receipts, processing web-based donations, managing honorary and memorial tribute notifications, and maintaining accurate donor records. This position also plays an important role in preparing pledge reminder files for review and approval, as well as serving as backup support for electronic transactions, including online gifts and wire transfers.

The Gift Processing Specialist collaborates closely with Development Directors, Gift Officers, University Advancement staff, Financial Services, auditors, and other campus partners to ensure proper handling and reporting of donations. Regular interaction with donors via phone and email is a key component of the role. The ideal candidate will demonstrate strong customer service, attention to detail, and excellent interpersonal and communication skills.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

• In collaboration with the Gift Administration team, this position ensures the accurate and timely processing of more than 37,000 annual transactions, including cash, checks, electronic fund transfers, wire transfers, gifts-in-kind, online gifts, payroll deductions, matching gifts, and pledges. Responsibilities include assisting in the University's receipting process and accurately applying both hard and soft credit to donors.
• A key component of this role is managing the matching gift email account, which includes providing excellent customer service and troubleshooting inquiries from University Advancement staff members and other University departments regarding issues pertaining to gifts, pledges, stock transfers, wire transfers, and matching gifts and gift receipts. The incumbent will also work closely with matching gift companies to complete the required forms, verify gifts and provide supporting documentation as needed.
• Responsible for updating monthly pledge reports, including preparing data files for the pledge reminder process for donors with active pledges, ensuring timely communication of upcoming payment obligations in accordance with agreed-upon reminder schedules. Manage reporting and communication for weekly tribute letters sent to internal and external constituents.
• The individual will be cross trained in all aspects of gift processing, including the University's online giving program. Responsibilities include accurately identifying and crediting donors for all gifts made through the online giving platform, assisting with periodic updates to the site, and maintaining accurate donor information, including address updates in Banner. Additionally, this role will support the administration of refunds for online transactions using the University's giving platform, GiveCampus.
• Ensures that all IRS guidelines pertaining to the processing and receipting of donations are met. Assist with the annual updates to the gift and pledge processing procedures manual in coordination with the Senior Director of Gift Administration.
• Ensures that hard and soft credit is accurately reflected in the banner system and accurately reported to the donor. (Including quid pro quo for: golf outings, auctions, dinners,) Maintains and updates bio information for address and employment records as needed.

Minimum Qualifications

• Bachelor's degree required.
• 2+ years of experience in advancement services or gift and pledge processing or other relevant experience.
• Knowledge of university advancement operations.
• Knowledge of financial processing and reporting.
• Understating of IRS regulations and receipting policies.
• Advanced computer skills required including a working knowledge of development and financial systems, Microsoft Office and experience with Cognos reporting software.
• Strong analytical and planning skills.
• An aptitude for the management and effective use of information systems.
• Ability to work independently and communicate effectively to managers and co-workers.
• Attention to detail and strong communication skills, along with significant organizational skills required. Ability to define goals and objectives and develop and implement strategic plans to accomplish University Advancement's operational goals.
• Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of academic and administrative staff.

Preferred Qualifications

• Knowledge of Ellucian Banner Alumni or similar fundraising system is highly desirable.
• Previous higher education or nonprofit administrative experience preferred.

Salary Posting Information

This position falls within salaried grade 12 and the range is $47,500-56,900. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade
12