Gift Administrator at University of Virginia in Charlottesville, Virginia

Posted in Other 13 days ago.

Job Description:

University Advancement at the University of Virginia (UVA) is seeking a highly qualified candidate to join the Advancement Services team as Gift Administrator in a part-time capacity. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

The Gift Administrator researches, enters, and maintains data in the database of record and audits the integrity of that data. This includes accurately identifying and entering gifts and pledge payments of various types including new pledges and adjustments. In addition, this position is responsible for updating biographical records for donors, prospects, and corporations, as needed, and for researching and maintaining all levels of biographical information.

The successful candidate will be detail-oriented with the ability to learn and comprehend a complex database and gift accounting rules. Proficiency with Microsoft Office (particularly Excel, Word, and Access) and experience with data entry and analysis will be critical to success in this role. Work is performed under general supervision within established policies and procedures with considerable independence and performance is based upon completion of assignments and results obtained.

Key responsibilities:

  • Process donations made to the University, its related foundations, and allied organizations on a daily basis using the University's gift processing systems, policies, and procedures, within established metrics for accuracy, productivity, timeliness, and customer service.

  • Process donations via mail, following all policies and procedures.

  • Review and process gifts, ensuring that quality control standards and required documentation packages are complete and accurate, and assign purpose and solicitation codes and other required information.

  • Analyze gifts to determine appropriate campaigns/appeals, designation(s), allocation(s), donor(s) and credit amounts for each gift to be processed.

  • Manage gift analysis and entry procedure and process daily gift batches in a timely and accurate fashion to adhere to Advancement Service's turnaround receipting/ acknowledgment policy.

  • Work with the University Advancement Service's team to produce various reports pertaining to gift transactions as requested.

  • Coordinate and process data analysis and special entry projects as requested.

  • Assist with balancing and reconciling allocation/gift accounts when needed.

  • Assist with gift adjustments when needed.

  • Add new constituent records to the database as needed, analyze information, and populate all appropriate data fields where information is available.

  • Organize, coordinate, and maintain the integrity of hard and soft filing systems.

  • Assist with other gift processing, biographic, and records-related duties as assigned.

This role requires the ability to understand and use databases and other tools available and to choose the appropriate means to satisfy user requirements. Execution of duties requires integrity, independence, initiative, judgment, discretion, and reliability. The employee's work affects the accuracy of gifts reporting to donors, development officers, senior administrators, and the financial system and directly impacts the integrity of the University's overall Advancement program.

Required Qualifications:

  • Education: an Associate's Degree or equivalent work experience.

  • Experience: two years of related experience.

Preferred Qualifications:

  • Bachelor's degree

  • Previous experience in a fundraising, sales, or higher education environment.

  • Experience with Advance Web and Advance Performance or similar software.

  • Working knowledge of Advance Web, Salesforce, or similar software.

  • Operation of computer applications and generation of reports.

  • Excellent oral and written communication skills.

  • Excellent interpersonal skills using tact, patience, and courtesy.

  • Ability to represent the department and University in a friendly, courteous, and professional manner.

  • Good organizational skills and detail-oriented working habits.

  • Ability to analyze data for appropriate posting.

  • Ability to learn complex data entry and new procedures quickly.

  • Ability to prioritize data entry projects and review work for accuracy.

  • Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University.

  • Knowledge of the University of Virginia's development data, standards, and practices.

  • Commitment to complete tasks promptly.

  • Ability to work on multiple tasks with interruptions in an energetic environment.

  • Ability to work well under pressure with periodic heavy workloads.

  • Ability to work in a team environment, establishing and maintaining cooperative and effective working relationships with others.

  • Demonstrated self-motivation and personal accountability.

  • Ability to maintain confidentiality of all donor records and other sensitive information.

  • Knowledge of electronic collaboration tools - Zoom, Microsoft Teams, etc.

UVA Advancement offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. This position is eligible to be worked remotely although occasional travel to our shared office space located in Charlottesville, Virginia, is required.

For additional information about the position, please contact April Sibiski, at

Diversity, Equity & Inclusion

Committed to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives, and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University.

This is a Non-exempt (hourly) level, benefitted, part-time position, expected to work 20-32 hours each week. For more information on the benefits at UVA, visit

This position is a restricted position and is dependent upon project need, availability of funding and performance. The anticipated Hiring Range: $23.00 - $25.00/hr. and will be commensurate with education and experience. The University will perform background checks on all new hires prior to employment.

This position will remain open until filled. Review of applicants will begin February 9, 2024.

This position will not sponsor applicants for work visas.

To Apply:
Please visit UVA job posting to apply at

Complete an application online with the following documents:

  • CV

  • Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jon Freeman, Recruiting Specialist, at

For more information about UVA and the Charlottesville community please see

The University of Virginia, i
ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

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