Job Description for the Coordinator of Advancement Services - Gift Records position. Review job description, requirements, and qualifications. Apply or register interest for the position.

Title: Coordinator of Advancement Services - Gift Records

Position Type: Staff Full-Time

Days Per Week: Monday - Friday

Hours Per Week: 40

VP Area: University Advancement

Department: University Advancement

Location: Elon Main Campus

Position Summary

The Coordinator of Advancement Services – Gift Records is responsible for maintaining and recording complete and accurate records for gifts and gift commitments made to Elon University. Additionally, this position will share responsibility for the correct deposit of gifts to the Bursars Office and the transmission of information to the Accounting Office. This position will support the Assistant Director of Advancement Services – Gift Records in the distribution of gift information to University Advancement, other departments and donors, as needed.

Benefits of Working at Elon

As an Elon University employee, you’ll join an internationally acclaimed university with a commitment to fostering a thriving community. Ranked among the most innovative, creative and best-run universities in the nation, Elon’s personal approach to education extends to employees, whose growth, professional development and success is a hallmark of our training and advancement opportunities.

Elon University’s home is the charming town of Elon, North Carolina, a small, friendly community located a short distance from the beach and the mountains, and among the vibrant cities of Greensboro, Raleigh and Durham. In addition to the beautiful canopy of historic oak trees iconic to our campus, you’ll find boundless opportunities for family-friendly recreation, cultural events and outdoor activities. Hiking, water sports, fine dining and entertainment are just a few of the many happenings in the Elon area, making the region one of the nation’s premier travel destinations.

Employees at Elon enjoy a generous and comprehensive benefits package that includes:

28 annual days off, including holidays and vacation.

Immediate tuition remission for undergraduate courses

Tuition remission for approved graduate-level courses after 12 months of employment.

Retirement plan with an 8 percent contribution from the university.

Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.

Free use of campus fitness facilities.

Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.

Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

Elon values and celebrates the diverse backgrounds, cultures, experiences and perspectives of our community members. As an equal opportunity employer, Elon’s principles of diversity extend to race and gender identity, age, disability status, veteran status, sexual orientation, religion, and other aspects of one’s identity. At Elon, our employees respect human differences, passion for lifelong learning, emphasis on personal integrity and an ethic of service.

Minimum Required Education and Experience

Associate’s degree in any relevant field of study with a minimum of one to two years' experience in advancement services gift management, preferably in a college or university setting.

Preferred Education and Experience

Bachelor's degree in in relevant field of study

Knowledge, Skills, and Abilities

• Detail-orientated with accuracy regarding processing and analysis.
• Self-starter with the ability to work independently and as part of a team.
• Ability to utilize Raiser’s Edge NXT database software and Almabase software.
• Outstanding oral and written communication skills required.
• Ability to define problems, collect data, establish facts, and draw valid conclusions required.
• Ability to balance multiple projects simultaneously and competing priorities
• Well-organized with the ability to work with interruptions
• Ability to read and comprehend information related to accounting, banking, stock transactions and personal checks
• Position requires previous experience with PCs and working knowledge of Microsoft Office, especially Microsoft Word, Excel and Power Point.

Job Duties

• Enters gifts into donors’ records with a strong attention to detail and accuracy.
  • Processes gifts received (online, cash, check, stock, wire transfer, etc.).
  • Enter amendments or adjustments as needed on recorded gifts
  • Processes gifts of stock made to the university: i.e. advise broker of expected stock gifts, record gift in database and send information to accounting office.
  • Records all memorial and honorarium gifts and specified gifts-in-kind.
  • Setup new recurring gifts
  • Processes recurring gifts to the university daily and prepares daily deposits.
  • Manages matching gift confirmations and entering matching gift pledges.
  • Create and send Restricted Annual reports to schools and departments on campus
  • Compiles payroll deductions for faculty/staff and reports of the payroll office by posting deduction sheets monthly to ensure accuracy, balances advancement office deductions with payroll office.
  • Prepares reports for advancement staff, deans, and vice presidents. Prepares reports, documentation, and a clear audit trail of all gifts to ensure a smooth audit yearly.
  • Other duties as assigned. Crosstrain in tasks across both Gift Records and Data Management teams to provide support during busy times of year
• Support Elon University events and projects (Move In, Commencement Week, etc.) and University Advancement events and projects (Homecoming & Reunion Weekend, regional events, Family Weekend, mailing/shipping fulfillment, etc.)
• Inclusive Community Building
  • Community is foundational to Elon and a shared responsibility within our residential campus. All who work at Elon should demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community. We embrace the shared responsibility to foster inclusive excellence within a strong residential community. Accordingly, employees are expected to join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon. Employees are encouraged to, for example, attend or participate in campus activities such as College Coffee, Numen Lumen, campus cultural events, athletic events, continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community.