Gift Operations Specialist, Gift and Record Services

Department: Alumni Relations & Development
Salary/Grade: NEX/11

For full consideration, please submit all applications by December 19, 2025.

Target hiring range for this position will be between $22-$23 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Job Summary:

Coordinates administrative processes and prioritizes and completes activities associated with gift acceptance, processing and receipting ensuring confidentiality of associated sensitive data and information. Fully understands and applies industry and professional standards, university policy and procedure, federal and state laws and other regulations to monetary gifts and donations granted to the University ensuring appropriate, accurate, and timely documentation within associated tracking and financial systems.

Specific Responsibilities:

• Reviews all monetary gifts, donations and contributions granted to the University including simple transactions involving cash, check, credit card, auto debit, online/web, etc. to extremely complex transactions involving wire transfers, stocks, bonds, mutual funds, securities, etc. to determine correct deposit allocation and associated accounting entries and documentation. Ensures that all necessary information is obtained, reviewed, verified and appropriately documented within tracking and financial systems in a timely fashion.
• Analyzes each individual gift in relation to multiple complex ARD, NU, and IRS policies, procedures, rules and regulations to determine appropriate manner in which to complete gift acceptance, processing and receipting transactions. Performs research as necessary to ensure that gift is appropriately documented within tracking and financial systems in a timely fashion.
• Creates and produces reports pertaining to gift acceptance, entry, processing and receipting. Analyzes existing reports and recommends changes to increase quality of metrics and validity levels.
• Completes quality assurance tests; data review; audit reports and reconciliation processes. Edits, modifies and/or updates inaccurate or incorrect data and transactions; verifies and confirms accuracy of associated changes.
• Researches and becomes familiar with new policies, procedures, rules and regulations associated with gift acceptance, processing and receipting. Educates and partners with ARD staff to fully understand monetary gift and donation associated business needs and provides guidance and counsel regarding appropriate interpretation of policies, procedures, rules and regulations.
• Understands and performs all functions within team and serves as backup for any team member as needed.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's degree or 2 years equivalent education and experience.

• 2 years' experience in accounting, banking, gift processing or similar which includes advanced use of electronic spreadsheets, databases, web based financial tools and/or similar.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Strong problem-solving skills with the ability to exercise sound independent judgment in alignment with established protocols, procedures, and regulations.

• Exceptional organizational skills and attention to detail, including maintaining accurate records and files.

• Ability to independently prioritize workload and manage competing deadlines effectively.

• Clear understanding of role and responsibilities in achieving divisional goals.

• Proven ability to multi-task while following direction and adapting to changing priorities.

• Demonstrated commitment to delivering excellent customer service.

• Initiative-driven with a willingness to assume additional responsibilities as needed.

• Logical thinker with the ability to make connections and associations to support decision-making.

• Highly detail-oriented with a strong focus on accuracy in data entry and analysis.

Preferred Qualifications:

• Experience in CRMs

• Salesforce or equivalent experience

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.