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Gift and Data Processing Coordinator

Whitman College
Washington, United States
Salary Not specified
Posted Date
Jun 7, 2022

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Position Type
Administrative, Business & Administrative Affairs, Human Resources Administration
Employment Level
Employment Type
Full Time
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Gift and Data Processing Coordinator
Whitman College


Located in the historic community of Walla Walla, Whitman's vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO) .


The Gift and Data Processing Coordinator, as part of Advancement Services in Development and Alumni Relations at Whitman College, is responsible for processing and maintaining accurate constituent gift and biographical data. The Coordinator ensures timely, accurate, and secure processing in accordance with relevant program policies and procedures.


Gift Processing
  1. Perform gift and pledge processing functions including sorting, balancing, entering and validating gifts, and updating pertinent information necessary for the proper receipt, administration and acknowledgement of gifts.
  2. Effectively communicate with other development staff about gift questions and issues, including contributing to the delayed gift log.
  3. Work closely with the Business Office on gift and purpose code matters and responds to auditor requests.

Biographical Data Processing
  1. Acquire data from other campus offices, online forms, internal post office, third party development and engagement products, alumni surveys, by special request, and more.
  2. Enter and update data including addresses, emails, employment history, educational history, awards, activities, and relationships.
  3. Coordinate and complete biographical data imports and manual entry from the registrar and admissions.

  1. Maintain working knowledge on applicable institutional policies, state and federal regulations, IRS regulations, CASE (Council for Advancement and Support of Education) standards, and AASP (Association for Advancement Services Professionals) best practices.
  2. Assist with documenting and maintaining gift and data processing policies and procedures. Participate in the recommendation and implement of modifications to increase quality and efficiency with specific attention to improvements through technology.
  3. Create and decease constituent records in the database. Create and manage database codes.
  4. Coordinate paper and electronic filing in accordance with IRS, Auditor, and College regulations.
  5. Utilize the data integrity and related reports to identify and correct entry errors.
  6. Coordinate the work of the Development Administrative Assistant, Development Executive Assistant, and other staff who assist with gift and data processing when Assistant Director is unavailable.
  7. Serve as a backup to the Assistant Director and performs other administrative duties, as assigned.

  1. Excellent data processing accuracy and speed including typing 50+ words per minute and 10-key proficiency.
  2. Proficiency with Microsoft Word, Microsoft Excel, Google Docs, and Google Sheets.
  3. Experience working with databases and the ability to learn new software applications quickly.
  4. Excellent organizational and time management skills.
  5. Ability to work independently, with minimal supervision, or as part of team, manage multiple concurrent projects, and meet deadlines.
  6. Strong customer service orientation and ability to adapt communication styles.
  7. Strong written and verbal communication and interpersonal skills.
  8. Strong sense of professional ethics and confidentiality standards. Position requires the safeguarding of confidential information at all times.
  9. Ability to actively and positively contribute to Whitman's core values of diversity, equity, inclusion and antiracism and the Development and Alumni Relations Department's values of integrity, trust, respect, collaboration, accountability and inclusion.
  10. Ability to sit at a desk and to perform computer work for extended periods.

  1. 50+ Words per minute accurate typing and proficient with 10-key.
  2. Experience tracking work tasks electronically.
  3. Experience working in higher education and/or fundraising a plus.
  4. Knowledge of IRS Charitable Contribution regulations.

  1. Associate's degree in accounting, business, or a related field required. Bachelor's degree preferred.
  2. A minimum of two years of experience in accounting, data processing, or other relevant fields.


Full-time non-exempt position with standard work hours Monday through Friday 8 AM - 5 PM. Weekend hours occasionally required for events, such as Reunion Weekend and Commencement.


Whitman offers competitive employee benefits, including medical, dental, vision and life insurances, a generous 10% matching contribution to the Whitman College 403(b) Defined Contribution Retirement Plan, and paid time off including 13 paid holidays for full-time staff vacation and sick leave. Learn more about benefits eligibility here.


At Whitman College, we take seriously the safety of our community. Whitman is a fully vaccinated campus, requiring all employees and students to be up to date with their COVID-19 vaccinations or have an approved exemption. More information can be found here.


Contact Human Resources regarding requests for disability accommodation in the employment application process.


Application review will begin on June 27, 2022 and continue until the position is filled.


July 25, 2022

For full application instructions and position description, visit

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