Gifts and Data Operations Specialist

The Gifts & Data Operations Specialist is responsible for the accurate recording, reconciliation, and reporting of all charitable gifts and pledges to the University. This role ensures the integrity of donor and fund data, manages matching gift verifications, and coordinates with the Business Office on fund reconciliations, audits, and endowment reporting. The Specialist also prepares donor acknowledgements and tax receipts, maintains constituent and fund records, and upholds data accuracy through regular reviews and documentation management. Additionally, the position supports departmental operations by managing shared communications, participating in Advancement events, and staying current on industry best practices..  This is a full-time, 12 month, on-campus position.  Generous benefits include health, retirement, considerable time off, and access to multiple tuition programs for employees and dependents.

Responsibilities :

Effectively process and record all gifts and pledges, prepares donor acknowledgements and reconciliations, and manages matching gift verification to ensure accurate and timely gift administration; process gifts of all forms, including cash, checks, credit cards, stock and IRA transfers, payroll deductions, or other valuables as gifts-in-kind; generate gift receipts, donor letters, acknowledgements, memorial gift letters and tax statements; prepare daily reconciliation report for deposit and monthly credit card reports to the Business Office; enter and manage pledges in the system and execute annual giving pledge reminders; verify and ensure acquisitions of matching gifts; research donor employment for matching gift eligibility; process online-mathching gift

Oversee fund transfers and reconciliations, supporting accurate financial reporting, audit preparation, and annual endowment reporting in collaboration with the Business Office; manage all fund transfers and fund reconciliations to ensure consistent fund balances between Advancement and Business Office databases; assist Business Office with all reports and gift data needed for the annual audit; assist Director of Stewardship and Business Office on accurate endowment fund reporting on an annual basis

Maintain accurate and up-to-date constituent and fund records, ensuring data integrity through regular audits, documentation management, and verification with donors and staff; Create new and maintain existing biographical records and information; Interact with constituents and gift officers to verify demographic or giving information; Create new and maintain existing fund records and information to ensure proper gift recording and reporting; ensure all gift and fund documentation is properly uploaded and filed on records; run regular integrity reports within the system to ensure data hygiene and quality

Supports departmental operations by managing shared communications and assisting with Advancement events; monitor and upkeep Advancement and Gift Processing mailboxes; participate in training to stay current on best practices; participate in all-Advancement events and meetings, including staff retreats, Homecoming and Family Weekend, and All in for Wesleyan

Requirements :

Associates degree required, Bachelor’s preferred; related field of study Business Administration, Finance, Accounting, Data Management

Minimum of three years’ relevant experience; preference for experience in higher education or non-profit fundraising

Knowledge of gift processing, database management and fund development

Occasional evening and weekend events

Application Information :

Please download the application at www.iwu.edu / human-resources / job-openings / .  Feel free to include a cover letter, resume and contact information for three professional references. Review of applications will begin immediately and the position is open until filled.

Email :   hr@iwu.edu

Illinois Wesleyan University

Human Resources, Holmes 209

1312 N. Park Street

Bloomington, IL  61701

Fax :   309-556-1710 (please use cover sheet)

$20.16 / hr

The final candidate will pass a pre-employment background investigation.

An overview of IWU benefits can be found here . Illinois Wesleyan University does not sponsor work visas at the time of hire or anytime during employment for this position. All persons hired will be required to verify identity and eligibility to work in the United States and maintain work authorization throughout the employment term.

Illinois Wesleyan University is committed to recruiting, supporting, and fostering a community that values a wide range of perspectives and backgrounds among our outstanding faculty, staff, and students. We seek candidates who have a demonstrated commitment to contributing to and enhancing our community in these areas. Illinois Wesleyan University is an EEO Employer. Illinois Wesleyan University’s sexual misconduct policy may be accessed at www.iwu.edu / human-resources / SexualMisconductPolicy.html. Illinois Wesleyan University is an equal opportunity employer dedicated to promoting excellence through a variety of viewpoints.