Coordinator, Gift & Biographical Processing

Salary

Depends on Qualifications

Location

Sewanee, TN

Job Type

Staff Full-Time

Job Number

202100546

Division

University Relations

Department

Advancement Services

Opening Date

09/11/2026

Position Overview

Primary Function:

Utilizing knowledge of IRS, CASE, University, and Advancement gift policies and procedures, independently process, analyze, and maintain gifts, pledges, and related constituent information in the University's advancement database and connected systems. This position ensures gifts and pledges are accurately recorded, appropriately designated, receipted, reconciled, documented, and maintained in accordance with donor intent, institutional policies, regulatory requirements, and reporting standards.

The position is responsible for maintaining a high level of data integrity across gift and constituent records, identifying and resolving discrepancies, supporting Advancement staff with gift-related questions and reporting needs, and providing timely and accurate service to internal and external constituents. The position requires independent judgment when interpreting policies, resolving complex transactions, determining appropriate coding and designation, and identifying necessary corrections to ensure the accuracy and integrity of advancement and financial records.

This position receives general supervision. Broad instructions are provided, and the employee uses judgment and experience to carry out assignments. Work is reviewed periodically for accuracy and completeness.

Position Appointment Details:

• Career Band: NE8
• Full-time hourly position
• Biweekly pay schedule

Position Description

Typical Duties & Responsibilities:

• Accurately review, analyze, code, and process gifts and pledges to the appropriate constituent, fund, designation, campaign, and other required classifications, ensuring compliance with donor intent and applicable policies.
• Apply knowledge of IRS, CASE, and University gift policies to identify and resolve questions or issues related to gifts, pledges, designations, receipting, and donor records.
• Process gift and pledge adjustments, corrections, transfers, and other transactions, including those that are complex in nature, while maintaining data integrity and appropriate documentation.
• Prepare accurate gift receipts and acknowledgments within established timelines and in accordance with applicable IRS requirements, ensuring the legal donor is appropriately receipted.
• Respond to questions from donors, gift officers, Advancement staff, Finance, and other University departments regarding gift and pledge transactions, designations, receipts, and related records.
• Maintain accurate constituent, biographical, activity, gift, and pledge information in the University's advancement database. Review and correct data discrepancies and perform quality-control activities to maintain data integrity.
• Assist with reconciliation of gift transactions, deposits, and related financial information; research and resolve discrepancies between advancement, payment, and financial systems.
• Research and process employer matching gifts and maintain appropriate documentation and follow-up.
• Maintain electronic documentation and supporting gift records in the University's document imaging and records-management systems.
• Utilize advancement, payment, and related systems and applications to process transactions, review electronic feeds, identify errors, and assist with resolving system or data issues.
• Provide information and assistance for gift, pledge, constituent, campaign, and other Advancement reporting and data requests.
• Maintain confidentiality of donor and financial information and follow established University policies and procedures.
• Participate in process improvements, system changes, testing, and cross-training as related to gift and biographical processing.
• Perform other duties as assigned.

Judgment Required:

Performance of the essential duties of this position depends on independent ingenuity and developmental efforts.

Budgetary Responsibility:

Performance of the essential duties of this position requires independent judgment, initiative, and attention to detail. The employee must interpret and apply established policies and procedures, identify and resolve discrepancies, determine appropriate gift coding and processing, and recognize matters requiring additional review or approval.

Machines & Equipment Used:

Personal computer, telephone, printer, scanner, copier, and other standard office equipment; advancement database/CRM, document imaging, payment processing, Microsoft Office, and other related software and systems.

Personal Interaction/Communications:

Student Contact: Work Study - May provide training, direction, and assistance related to gift processing, data entry, and departmental procedures.

Internal: Advancement staff, gift officers, Finance, faculty, administrative department heads, and other University departments - Frequent to daily interaction to answer questions, provide information, research and resolve gift, pledge, constituent, and data-related issues, and coordinate processing activities.

External: Donors, parents, alumni, employers, financial institutions, foundations, other organizations, and University representatives - Regular interaction to provide information, answer questions, obtain or clarify gift and pledge information, resolve processing issues, and support accurate gift recording, receipting, and matching-gift processing.

Attributes of a Successful Candidate

Education:

• High school diploma or equivalent.
• Post-secondary education preferred.

Experience:

• At least 2 to 3 years general database and/or accounting experience preferred.
• Proficiency with Microsoft 365 and Google Workspace applications,
  • including Word, Excel, Google Docs, Google Sheets, and Gmail.

Job Related Skills:

• Requires strong attention to detail, accuracy, analytical and problem-solving skills, and the ability to interpret and apply policies and procedures.
• Must exercise independent judgment, maintain confidentiality, manage multiple priorities, communicate effectively, and work well both independently and as part of a team.
• Proficiency with Microsoft 365, Google Workspace, advancement databases, CRM systems, and related technologies required.

Supplemental Information

Confidential Information:

Donor giving histories, Social Security numbers, credit card and bank account information, prospect and constituent information, and other confidential financial and personal information.

Working Environment:

Normal office environment. May experience periods of increased workload during fiscal year-end, campaign activity, and other high-volume processing periods.

Physical Requirements:

Ability to perform normal office duties, including extended periods of computer use, sitting, and working with detailed information.

Any additional requirements specific to this position:

The position requires a high degree of accuracy, confidentiality, dependability, and attention to detail. The employee must be able to work effectively under established deadlines and during periods of increased transaction volume.

______________________________________________________________________________________________________________

The University of the South, familiarly known as “Sewanee,” is home to a nationally recognized College of Arts and Sciences and a School of Theology. Sewanee is distinguished by its dedication to cultivate academic excellence, community values, and environmental stewardship that produces informed, self-aware, and participatory citizens for our democracy and servant-leaders for the world. Nestled on 13,000 acres atop Tennessee’s Cumberland Plateau, the University offers both a uniquely beautiful setting and convenient access to nearby cities—Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to be a place where individuals from a variety of backgrounds and experiences find support, opportunity, and purpose.

Support in the Hiring Process
If you have questions about a position or need assistance filing an application, or if you are a person with a disability and would like to request an accommodation in the application and interview process, please contact Human Resources at 931.598.1381 or [email protected].

Equal Employment Opportunity
The University of the South is an equal-opportunity institution, dedicated to treating all applicants fairly and fostering a welcoming environment for employees and students alike.

University Benefits

Employer

University of the South

Address

735 University Avenue

Sewanee, Tennessee, 37383

Phone

9315981381

Website

https://new.sewanee.edu/hr/