Gift Coordinator

February 13, 2024

Job Description

The Database Operations Gift Coordinator has primary responsibility for the data entry of all donations received by Advocate Charitable Foundation on behalf of Advocate’s programs and services. In coordination with additional staff in the same position and utilizing the departmental gift entry processing manual; this person must enter information into the Raiser’s Edge database accurately and in a timely manner. Other responsibilities include;

involvement in the gift acknowledgement process; active and through review of records resulting in revisions / updates to the donor database; and participation in the month-end reconciliation process. Additionally this position works closely with other intra-departmental (Foundation) teams, volunteers and donors. The Gift Coordinator position requires knowledge and skills in the use of some or all of the following software programs as well as data entry experience:
Raisers Edge for Windows, Microsoft Office products.



  • To key all incoming gifts into the database accurately and within one business day. To handle gift-related additions, modifications or deletions in the system database as needed. To perform peer review of daily gift validation report to ensure accuracy. Upon approval of this report to generate a final gift validation report to accompany all gift media for filing.
  • To alternate the following tasks on a monthly basis between all Gift Coordinators: the filing of all completed gift batches, bank package preparation, letter/receipt review, bank image import and workflow queue review, e-mail box review, credit card redaction process.
  • To support the Database Analyst and/or Development Coordinator with the daily reconciliation of gifts. To serve as backup for online credit card process.
  • To assist the Director, Development Information & Analytics with aggressively updating and cleaning of database along with the Database Analyst and/or Development Coordinator on a weekly basis. To work closely with the Director, Development Information & Analytics in the overall coordination of accuracy of gift accounting and any research assistance to the Finance department as needed.
  • To support the Special Events team with all data entry for special events including, but not limited to, adding/updating of guest names, tracking seating notes, adding special meal requests, table assignments and running all special event related reports.

Minimum Qualifications:

  • Minimum 3 years experience in clerical, data entry and/or information management positions.
  • High school education required.
  • Types 50+ words per minute preferred. Highly advanced knowledge of Microsoft Office products, including Word and Excel. Ability to quickly absorb and tirelessly adhere to institutional standards for data integrity and quality. Excellent planning and organizational skills. Must be able to handle multiple projects and tasks at the same tie with minimal or no supervision. Strong problem identification and solution skills.

    Ability to work under tight deadlines.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.


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