"Gift Services and Donor Relations Coordinator"

Job Details

Make a difference at one of Florida’s premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high-value degrees in engineering and applied sciences.

The University is equipped with cutting-edge facilities and equipment and two award-winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life-long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly’s deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.

JOB TITLE

Gift Services and Donor Relations Coordinator

JOB DESCRIPTION SUMMARY

The Gift Services and Donor Relations Coordinator supports the Development Office by ensuring accurate processing of gifts and pledges, maintaining donor records, and providing stewardship that enhances donor relationships. This position combines the technical accuracy of gift processing and compliance with the relational aspects of donor acknowledgment, recognition, and retention.

JOB DESCRIPTION

Responsibilities:

Gift Processing & Data Management

• Record, code, and process gifts, pledges, payments, bequests, matching gifts, and other contributions in compliance with IRS, CASE, FASB, and university regulations.
• Maintain the integrity of donor and gift data in the CRM/database, including creation of new designations and appeal codes.
• Reconcile gift transactions with Finance and prepare regular assurance and reconciliation reports.
• Generate gift receipts, pledge reminders, adjustments, and write-offs.

Reporting & Analysis

• Prepare monthly and ad hoc reports on giving, campaign progress, and donor activity.
• Support leadership with data for feasibility studies, campaign planning, and donor strategies.
• Provide insight into donor trends and long-term philanthropic planning.

Donor Relations & Stewardship

• Ensure timely and personalized acknowledgment of gifts, including letters, recognition listings, and stewardship reports.
• Track and monitor donor intent, pledges, and campaign commitments to ensure fulfillment and appropriate recognition.
• Collaborate with Development Officers to support major donor cultivation, stewardship, and retention strategies.
• Assist with donor recognition events, communications, and activities.

Information Services & Compliance

• Serve as a key resource for CRM/database training and support to Development staff.
• Maintain data integrity, security, and accuracy across advancement systems.
• Ensure policies and procedures for gift processing and donor relations are up to date and followed consistently.
• Support internal and external compliance audits related to charitable contributions.
• Other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree in accounting, business, nonprofit management, communications, or a related field, or equivalent experience.
• Knowledge of finance or accounting principles, donor stewardship practices, and compliance regulations (IRS, CASE, FASB).
• Strong organizational, analytical, and communication skills.
• Commitment to accuracy, confidentiality, and continuous process improvement.
• In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• 2+ years of experience in gift processing, donor relations, advancement services, or related nonprofit/higher education field.
• Experience with advancement databases/CRMs and large data sets preferred.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of charitable gift acceptance and processing practices in higher education or nonprofit organizations.
• Familiarity with IRS regulations, CASE reporting standards, and FASB requirements related to charitable contributions.
• Understanding of donor stewardship principles, gift acknowledgment standards, and recognition best practices.
• Knowledge of CRM and database systems used for advancement, reporting, and campaign tracking.
• Strong analytical and problem-solving skills for financial reconciliation and donor data analysis.
• Excellent written and verbal communication skills for preparing reports, donor acknowledgments, and correspondence.
• Advanced organizational and time-management skills to handle multiple deadlines with accuracy.
• Technical skills in working with spreadsheets, databases, and reporting tools.
• Strong interpersonal skills to interact effectively with donors, staff, and campus partners.
• Ability to maintain confidentiality and exercise discretion when handling sensitive donor and financial information.
• Ability to interpret and apply compliance regulations and institutional policies consistently.
• Ability to work both independently and collaboratively in a team environment.
• Ability to adapt quickly to evolving priorities in a fast-paced advancement office.
• Ability to foster donor trust and strengthen relationships through accurate processing and timely stewardship.

REQUIRED LICENSES, CERTIFICATIONS, AND/OR OTHER SPECIFIC REQUIREMENTS OF LAW:

This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04. This position is subject to federal and state privacy regulations.

NORMAL WORK SCHEDULE:

This is an exempt position. The normal work schedule is Monday–Friday, 8:00 a.m.-5:00 p.m.; however, occasional overtime (weekends and evenings) may be required.

TARGET HIRING SALARY:

$40,000 - $45,000, commensurate with experience.

Application Deadline Date:

The position will be posted for a minimum of 7 days; however, the review of applications will commence immediately.

APPLICATION PROCESS:

In addition to completing the online application, all Applicants are required to upload the following as an attachment to the application (preferably in PDF format): Cover Letter, Resume, Three (3) professional references