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Belmont University

Gift Processing and Records Coordinator

Belmont University


Job Summary

The Gift Processing & Records Coordinator will assist with gift administration activities, including gift and pledge processing; generating tax receipts, acknowledgments, and pledge reminders; resolving gift-related issues; and interfacing with finance and accounting staff as necessary. This team member serves as Development and Alumni Relations’ (DAR) records coordinator, conducting data audits; and maintaining gift data, general constituent information (demographics, contact information, salutations, etc.), designation/fund records, and select paper files. Assists in coordinating electronic records for Development and Alumni Relations (DAR). He/she provides general office management support for Advancement Services.

Job Responsibilities

  • Process and oversee gifts and pledges (cash, checks, securities, gifts-in-kind, credit cards, bank drafts, matching gifts, payroll deductions) from alumni, friends, corporations, foundations, and other constituents of the university based on current policies and procedures.
  • Ensure all gifts are promptly and accurately entered, receipted, and acknowledged.
  • Accurately determine appropriate gift designation, solicitation code and other gift attributes for correct gift/pledge reporting.
  • Reconcile gift and pledge batches.
  • Completes and/or coordinates the production and proofing of gift receipts, acknowledgements, pledge reminders, and honoree/memorial notifications.
  • Works with donors and staff to resolve gift-related issues, and reconcile Advancement and Accounting records.
  • Create, audit, and update constituent and gift records. Assist with managing electronic and paper records for Development.
  • Assist in providing database and other technologies user training for student workers and select staff members.
  • Assist in scheduling and coordination of Advancement Services’ student workers.
  • Assist in the execution of recurring and ad hoc projects.
  • Maintain solid understanding of IRS charitable contribution rules and regulations as they relate to gift processing and receipting.
  • The above statements describe the job’s essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.


  • Demonstrated competence in a variety of computer applications, including Microsoft Word, Excel, PowerPoint and Outlook, and other CRM systems.
  • Proven high degree of accuracy and attention to detail.
  • Ability to adjust to changing priorities and meet deadlines.
  • Experience working with Ellucian Banner would be a plus.
  • Ability to handle sensitive and confidential information appropriately and with discretion.
  • Ability to thrive in an environment of hard work.
  • Self-motivated individual who can work independently and as part of a team in highly collaborative environment.
  • Data entry and user-level database experience required; familiarity with CRM systems or databases used in higher education and/or fundraising preferred.
  • Two to four years of office experience required; experience in a fundraising environment preferred.
  • Associate’s degree or equivalent; bachelor’s degree preferred.

Additional Information


Full-time staff and faculty receive an excellent benefit package. A few highlights:

Health care and retirement benefits

Belmont offers generous health, dental and vision insurance, as well as a 403b retirement plan with immediate matching of up to 5%.

Enjoy great facilities and entertainment

At Belmont, there is never a shortage of things to do.  You and your family can attend music, entertainment and athletic events at no or low cost.  Employees also receive discounts in the cafeteria and bookstore and other discounts in the community.

Free or reduced tuition for you and your family

We offer free or reduced tuition to yourself, spouse and children for classes taken at Belmont. Belmont is also a member of the Tuition Exchange program along with over 600+ institutions providing an average $32,000 annual scholarships for staff dependents.

Develop yourself and your career

Belmont encourages all employees to grow in their careers. Belmont offers a wide variety of professional development opportunities for staff and faculty employees and supervisors .

Flexible time off

Staff employees accrue 10 days vacation plus a week off at Christmas during the first year of employment.  Staff can also receive 5 paid days off to use in leading a Belmont mission trip with their supervisor’s prior approval



How to Apply

Please apply through Belmont University’s Career Site. A link to this opportunity can be found here:

Belmont University seeks to attract and retain highly qualified faculty and staff that share the University’s values and will contribute to its mission and vision to be a leader among teaching universities bringing together the best of liberal arts and professional education in a Christ-centered community of learning and service.




  • Date Posted: September 10, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Education
  • Start Date: 09/15/2021
  • Working Hours: 37.5 hrs/wk; M-F, 8:00am - 4:30 pm