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Gifts Administration Coordinator

University of Delaware
Delaware, United States
Salary Not specified
Closing date
May 25, 2022

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Position Type
Fundraising, Donor Relations
Employment Type
Full Time
University of Delaware

Equal Employment Opportunity Statement

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at

Job No: 498753
Work Type: Staff
Location: Newark
Categories: Development & Alumni Relations, Full Time

Pay Grade: 28E

Context of the Job:

The Gifts Administration Coordinator is a critical member of a high-performing and centralized gift administration team. The Coordinator exercises a high level of autonomy and has oversight for all aspects of the matching gifts program, the acquisition of critical corporate and foundation data, and manages specific gift data associated with private research support.

In this revenue generating role, the Coordinator serves as the primary liaison for complex contributions and communicates with individual donors to ensure knowledge of matching gifts by maintaining a high level of communication with individual donors. The Coordinator provides oversight for updating marketing materials and evaluating analytics associated in support of targeted efforts.

The Gifts Administration Coordinator reports to the Assistant Director of Gift Administration and Processing and will continuously work to implement best practices to improve performance of the Gift Administration and Processing unit and contribute to the overall fundraising success of the university.

Major Responsibilities:

Matching Gift Management
  • Provides strategy by developing and executing initiatives while serving as the primary contact for all matching gift activity.
  • Process and accurately record all matching gift transactions in database of record and ensure necessary tax receipts are provided
  • Identify and pursue critical relationships with representatives of corporations and corporate foundations that provide matching gifts to the University. Provides critical information regarding claims, donor eligibility, and matching gift program policies.
  • In coordination with DAR Marketing, create messaging and manage marketing efforts in support of matching gift opportunities via various outlets including social media, email campaigns and annual fund letters.
  • Communicate with individual donors to inform them of the possibility of a corporate matching gift.
  • Subject matter expert using giving platform (Benevity) and leverages this knowledge to drive matching gift participation in corporate purpose programs.
  • Research, create and consistently update information and guidelines for donors to ensure a quality gift experience.
  • Manage all communication requests (incoming/outbound) relevant to corporate and foundation matching gift data.
  • Develop and send high quality and timely acknowledgements to individual donors and matching gift companies.
  • Communicate and safeguard policies and procedures for compliance and adherence to institutional and federal requirements.
  • Manage the relationships with matching gift vendors to ensure accurate collection and maintenance of company information and matching gift program guidelines
  • Oversees the collection of corporate information such as mergers, acquisitions, subsidiaries and constituent employment data and coordinate with the biographical team to maintain and analyze current data as it relates to matching gift entities
  • Identify and articulate software problems and communicate those to both technical and non-technical stakeholders.

Fund Account Management
  • Create new allocation codes and oversee data reporting to properly identify all appropriate allocation codes to ensure alignment with advancement protocols and the PeopleSoft system for specific fund accounts and GL purpose codes.
  • Establishes new funds, investigate discrepancies, and prepare reports as required for compliance purposes.
  • Prepare all necessary data for mass modifications.
  • Provide oversight for fundraisers and DAR with proper handling of upcoming transfers and receiving of gifts included but not limited to Matching Gifts/Portals/Wires/Stock Gifts.
  • Coordinate with Finance on an ongoing basis to maintain current designation accounts as well as the creation of new designation accounts in the database.
  • Participate in the internal audit response annually and as needed.
  • Partner with Gift Administration and Donor Relations unit colleagues to satisfy all audit requests and provide necessary documentation in timely fashion.
  • Assist the Director and Assistant Director in recommending and implementing best practices to enhance and improve performance of the Gift Administration unit and ultimately assist in the overall progress of the university.

Private Research Support
  • Work closely with key DAR staff members to ensure the accurate tracking of gifts through private research support portal.
  • Provide quality assurance by reviewing for thorough documentation and making recommendations on gifts process through development.
  • Create all necessary allocation codes in alignment with PeopleSoft.
  • Perform other job-related duties as assigned.

  • Bachelor's degree and three years of experience in development, financial, accounting environment or related industry, or the equivalent combination of education and experience.
  • Experience working with relational databases and executing data entry, preferably in an accounting or fundraising environment.
  • Broad knowledge of university systems, including PeopleSoft and Advance are preferred.
  • Independent judgment, accuracy, and critical decision-making skills.
  • Competent in use of Microsoft Office suite of tools including Outlook, Word, Excel
  • Discretion and ability to process confidential information in a timely, accurate and professional manner.
  • Excellent organizational and communication skills.
  • Commitment to collaborative teamwork and individual accountability.
  • Ability to analyze and interpret financial data and make independent decisions utilizing sound judgment.
  • Ability to collaborate with multiple stakeholders.
  • Experience with fundraising and alumni relations priorities, best practices, basic industry vocabulary, and general operations preferred.
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

Special Requirements:
  • This position may be designated as essential and required to work during the university's winter holiday break.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

Applications close:


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