"Gifts and Biographical Records Specialist"

Located in Lewiston, Maine, Bates is internationally recognized as a leading liberal arts college. We are proud to offer a highly personalized education that centers on deep and sustained interactions among students, faculty, and community. We are engaging the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.

Title: Gifts and Biographical Records Specialist

Position Purpose:

The Gifts and Biographical Records Specialist is responsible for performing gift and biographical data entry and data maintenance along with associated processes for the Office of College Advancement. Gift processing consists of accepting, valuing, crediting and recording charitable gifts to Bates, including cash, credit cards, gifts-in-kind, securities and numerous planned giving vehicles, such as gift annuities and remainder trusts.

Job Duties:

Gift Processing:

• Responsible for gathering all checks, credit card donations, pledge forms, and other gift documents from incoming department mail for processing.
• Enters gift and pledge information into the development database, interacting with College staff and donors as needed. Produces and distributes tax receipts and is directly responsible for their accuracy.
• Processes matching gift forms, both online and hardcopy versions.
• Prepares daily bank deposits for transfer to bank; reconciles all gift activity to the bank deposit.
• Creates and maintains gift funds in the advancement database.
• Oversees gifts of stock and securities and facilitates their transfer to the college. Values, enters and receipts these gifts in accordance with Advancement and Finance policies.
• Oversees all transitional monies (contributions pending and undesignated gifts and pledges) to ensure they are quickly and accurately applied.

Biographical Data:

• Enters and/or updates data such as postal addresses, email addresses, activities, employment information, relationships and other related information.
• Adds constituents to the database for new donors, students and parents.
• Scans and indexes digital documents onto donor records.
• Assists with special projects to clean data or add additional data to existing constituents.

Additional Responsibilities:

• Serve as an internal expert on gift and pledge information and provide direct support for the department in this area.
• Provide support to auditors as necessary.
• Ensures all procedures related to closing each calendar and fiscal year are completed.
• Help staff large, signature campus events held by the Office of College Advancement.

Minimum Qualifications:

Education

High School diploma required, with some college study preferred.

Experience

2 or more years of office experience with data processing, spreadsheets and databases is required.

Skills and Knowledge

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
• Highly detail oriented, with a critical degree of accuracy regarding data entry.
• Ability to prioritize work and adhere to deadlines.
• Works well as part of a team.
• Ability to work with confidential data.
• Knowledge of IRS tax regulations as they pertain to charitable donations is highly desirable.

Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace.

Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.

About Bates:

Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.

Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.

Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.

Advertised: Feb 13 2026 Eastern Standard Time
Applications close: