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Gift Processing Associate

University of the Pacific
California, United States
Salary Not specified
Date posted
Jan 9, 2024

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Gift Processing Associate

Primary Purpose:
The Gift Processing Associate performs a wide range of complex accounting functions involved in gift processing and the maintenance of financial records. In addition to processing donations, the Associate will also update constituent biographical information during batch gift processing and as needed.

Essential Functions:
  • Prepares and reviews accounting transactions and maintains financial and accounting records; processes gifts to the University (money, securities, pledges and in-kind materials) including low and high dollar gift revenue conducting accurate data entry of complex gift transactions:
    • Researches gifts, enters donations and proofs entries.
    • Deposits checks using an electronic check deposit system and reconciles check deposits with database entry.
    • Processes donor credit/debit cards, bank/wire deposits, stock transfers, in-kind and online gifts.
    • Securely imports and exports data related to revenue transactions.

  • Works with outside vendors to ensure all files received from processing centers or programs are accurate and resolves any issues or inaccuracies.
  • Manages, records, routes and stores gift documentation as needed.
  • Ensures that gift processing and donor information is handled in a secure manner.
  • Establishes new gift accounts aligned to financial records and endowments.
  • Processes revenue associated with gifts and ensures that gift coding and check deposit follows Pacific gift accounting and IRS standards.
  • Ensures that coding of gifts is compatible with acknowledgment process, and monitor gifts for any special acknowledgment handling. Assists with sustaining gift coding set up and processing.
  • Works with financial reporting to reconcile between fundraising totals and finance deposits.
  • Answers complex questions related to gift processing, financial and gift accounting systems.
  • Analyzes, and prepares reports, and statements for management review.
  • Establishes and maintains effective relations with those who contact Advancement Services; Interact with Development staff as necessary to facilitate proper gift entry and donor acknowledgement.
  • Processes donor biographical information.
  • Completes regularly scheduled data validation and hygiene routines to ensure data integrity.
  • Performs other duties as assigned or requested.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritizes policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty and staff.

Minimum Qualifications:
  • Forty-eight (48) units of completed post high school education coursework (Two (2) years of full time experience in the same/similar position is equal to one (1) year of completed post high school education coursework).
  • Experience working in an office setting.

Preferred Qualifications:
  • AA degree or forty-eight (48) units of completed post high school education coursework.
  • Solid working knowledge of accounts payable, accounts & notes receivable, accounting procedures and auditing, financial analysis and reporting.
  • Relevant work experience in a fast paced data processing role.
  • Background in gift processing or non-profit accounting procedures and IRS regulations.
  • Experience working with a donor database or integrated enterprise business platform, preferably Banner.
  • Ability to follow detailed procedures for processing constituent and financial data with a high level of accuracy.
  • Demonstrated understanding of laws and regulations related to philanthropic gift standards.
  • Ability to anticipate problems and suggest necessary action to eliminate or mitigate potential negative effects.
  • Resourcefulness in finding appropriate solutions to problems and demonstrated initiative in presenting alternatives and implementing solutions to ensure effective change.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive 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.

Work performed in typical office environment. Duties require constant sitting and repetitive motion while using computer keyboard and phone. Frequent walking, standing and simple grasping. Occasional climbing stairs, walking across campus, stooping and reaching. Constant communication using both spoken and written means. May be required to lift up to 25 lbs.

Work Environment/Work Week/Travel:
Work is frequently performed in a standard office environment with use of computer and phone. Work performed during standard business hours. Must be prepared to occasionally work non-business hours and/or weekends.

Hiring Range: $20.00 - $25.00 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.


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