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This Gift Processing Coordinator is responsible for managing all aspects of gift processing and acknowledgement for the College. This consists of receipt, processing, documentation, acknowledgement, and records management related to gifts, pledges, and grants received by the College.


1. Execute day-to-day gift processing tasks using Raiser’s Edge to accurately record all gifts in a donor’s record, adhering to gift processing standards.

2. Prepare all acknowledgement letters pertaining to charitable donations and non-charitable donations. Complete first round of edits, route for edits and signatures, produce photocopies for donor files, and prepare for mail.

3. Scan and photocopy acknowledgement letters and written correspondence to digital donor files to ensure an audit-ready database. Supervise student workers to assist with OnBase scanning.

4. Identify need for new general ledger account numbers in Workday, and connect newly created gift funds to appropriate campaigns.

5. Manage all aspects of the matching gift program, including communication with matching gift companies and recording matching gift criteria in the database.

6. Coordinate with the Human Resources Office to ensure processing of payroll deduct gifts in a timely manner and according to donor wishes.

7. Reconcile gift batch totals in Raisers Edge against Workday amounts and prepare batches for deposit.

8. Record all constituent pledges in the database and maintain pledge documentation in donor files.

9. In partnership with campus partners (e.g. Director of Advancement Services, Athletics, Fine Arts Box Office, etc.), determine and maintain policy and process for separation of charitable from non-charitable funds received, and document all gift transactions in the database.

10. Create endowed scholarship and expendable gift fund IDs as directed by Major Gift Officers and create new funds in Raisers Edge and Workday.

11. Create new constituent records in Raisers Edge adhering to standard operating procedures and guidance from the Director of Advancement Services.

12. Adjust gifts and pledges as directed by Major Gift Officers.

13. Work at key Advancement Office events as requested by leadership.

14. Complete other duties as assigned.

SUPERVISORY RESPONSIBILITIES: This position directly supervises one student worker and carries out supervisory duties in accordance with college policies and applicable employment laws. Responsibilities include training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


QUALIFICATION REQUIREMENTS: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.)

● Requires a minimum education generally equivalent to a High School degree, plus relevant specialized training.
● Requires 2-3 years of similar administrative experience. Records management experience is a plus.
● Requires excellent oral and written communication skills to effectively communicate with campus partners, student workers, and faculty members.
● Ability to produce consistent and high-quality work with close attention to detail.
● Requires the ability to use a computer and Web browser, including a working knowledge of Word and Excel and several industry specific programs, such as Raiser’s Edge, LexisNexis, OnBase, and Workday.
● Requires the ability to work collegially in a team-oriented environment.
● Ability to exercise individual initiative, independent action, and sound judgment.
● Requires demonstrated ability to handle challenging situations with confidence and function effectively with frequent interruptions.
● Requires demonstrated expertise in the areas of organization, problem-solving and critical thinking.
● Requires knowledge of and the ability to use a variety of standard office equipment such as a telephone, computer keyboard, copier, scanner, etc.

PHYSICAL DEMANDS: (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more of working time.)

While performing the duties of this job, the employee is occasionally required to stand, stoop, kneel and/or crouch, and reach above shoulders. The employee is regularly required to walk. The employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls. This position requires lifting of up to 25 pounds to carry boxes of stationery, supplies and cap/gowns. No specific vision requirements are necessary.



Located on the shore of Lake Michigan in the thriving Chicago-Milwaukee corridor, Carthage College blends the best liberal arts traditions with desirable degree programs, transformative learning opportunities, and personal attention from dedicated faculty and staff. Our beautiful campus, an 80-acre arboretum with stunning lake views, is home to 2,600 undergraduate students and 200 graduate students. Founded in 1847, Carthage is consistently named a Best Midwestern College by The Princeton Review and a Most Innovative School by U.S. News & World Report. All Carthage employees play a vital part in the success of our students, as we work together to create an environment where all can achieve their true potential. Grow with Carthage.

Carthage College is an equal opportunity employer (EOE) dedicated to the goal of building a culturally diverse community. We welcome applications from a broad spectrum of people, including members of ethnic minorities, women, veterans, and individuals with disabilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender expression, gender identity, sexual orientation, national origin, protected veteran status or status as an individual with a disability.