Gift Processing Specialist

Posted on 11/05/2021

Brandeis University

Waltham, MA

The Opportunity

Brandeis University – a distinguished top-tier private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Gift Processing Specialist.

Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of society’s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution.  Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our founders’ pioneering spirit and intellectual pursuits continue today at Brandeis – from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine.

We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the university’s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.

Position Summary

Reporting to the Director of Gift Administration, the Gift Processing Specialist will assist in the preparation of the daily bank deposit, including opening mail, and reviewing accounts and documentation that substantiate gift classification; batching and totaling checks; logging matching gift receivables; screening out non-gift and non-negotiable checks; processing credit card gifts; preparing bank deposit slips; preparing donor reports (pledge reminders, annual giving reports, and monthly reconciliation), updating database records, and overseeing coordination of the Matching Gifts.

Primary Responsibilities

Gift Processing (70%)

  • Responsible for receiving checks, creating and scanning batches for entry into the development system.
  • Conduct reconciliation following established audit-trail procedures for daily feed of gift deposits to the bank.
  • Responsible for processing and reconciling refund transactions.
  • Update and process recurring credit card gifts as well as reconcile online gifts via iModules.
  • Submit to the Treasurer and follow-up collection of foreign check revenue.
  • Maintain the Matching Gift process which includes updating the matching gift database, generating matching gift reminder letters and preparing the matching gift forms for supervisors’ signature.
  • Upload and maintain university gift files.

Administration and Operations Support (30%)

  • Generates lists for and performs mail merge for official University gift receipts, pledge reminders and Tribute letters for mailing.
  • Route correspondence regarding gifts to and act as liaison between Gift Department and various University Departments.
  • Responds to requests from Development Officers as well as from donors/potential donors.
  • Assists in designing educational materials regarding the gift process for gift/development staff; will assist in the ongoing training of staff and maintain an up to date training manual.
  • Assist the Director in updating and implementing new systems and work flows and in documenting cash management internal controls and procedures.
  • Perform general office duties, which include: Ordering and maintaining supplies for the office. Verifying office expense reports and payment requests to the Accounts Payable office. Maintaining the office tickler file, designation pending file and perform follow-ups.
  • Participate in special projects and handle other related duties as assigned.


  • Bachelor’s degree preferred.
  • 1-3 years of experience, preferably in a higher education setting.
  • Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the University’s alumni and donor systems.  MS Office Suite and Salesforce experience highly desired.
  • Exhibits excellent written and oral communication skills that promote academic and business professionalism and convey information clearly and concisely.
  • Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
  • Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.
  • Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.
  • Adheres to University and departmental business policies and procedures.  
  • Excellent organizational skills with high attention to detail and follow-up.
  • Self-motivated with an ability to work both independently and collaboratively.
  • Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done.

Commitment to Diversity, Equity, and Inclusion

Diversity, equity and inclusion aren’t just important values at Brandeis today — they are rooted in our identity as an institution. They serve as a regular reminder for self-reflection, and a continuous call to grow.  Founded as a model of ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of every nationality, religion, and orientation.  Social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the diversity of our larger society.  Brandeis embodies the American heritage of cultural diversity, equal access to opportunity and freedom of expression.  Read more online about our Mission and Diversity Statements.

Submit Your Candidacy

We welcome your nominations, inquiries and expressions of interest in this position, which may be directed informally via email or telephone to Advancement administration contacts:

Ania Morris
Assistant Director, Advancement Talent Management & Administration
781-736 -4004 |

Elizabeth Crabtree
Vice President, Advancement Administration & Operations
781-736-4034 |

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.

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