Advancement Records Specialist 1 (Gift Specialist)

Southern Methodist University

Job Summary:

The Gift Specialist position handles gift processing and maintenance of University constituent data which includes project work involving data updates while providing stellar customer service and demonstrating keen problem solving skills. Duties and responsibilities include (not limited to): processing gifts and updating donors’ biographical and demographical information in SMU’s constituent database; maintaining and updating information, creating and modifying data, assisting with data cleanup, and document imaging. It also requires an awareness and involvement in preparing and/or approving deposits.

Essential Functions:

  • Gift/Pledge Entry: Accurate entry of all donations via gift batch as well as memberships and event pre-deposits, matching gifts and other types of outright commitments in the Blackbaud CRM system, simultaneously updating biographical information with accuracy as the primary objective.
  • Gift Processing Automation: Process electronically batched gifts uploaded from more than one source of giving including SMU webpage, Alumni Events and Athletics. Update appropriate biographical and demographical information with accuracy as the primary objective. Daily “Bio/Demo” work to properly update donors for booking gifts, scan and link constituent contact and revenue documentation. Open mail, date stamp, and divide into batches of checks or credit cards, and resolve gifts email inbox requests and Helpdesk phone calls. Prepare and run bank deposits. Act as liaison to internal customers in order to meet project needs.
  • Work on special projects which may include assisting with data entry, system enhancements, global write-off’s, audit, and cleaning on a scheduled and “as needed” basis. Identify potential and existing problems, provide insight and problem resolution, and recommend process improvements. Other duties as assigned.

Education and Experience:

High school diploma with seven years of professional office experience is required


Bachelor’s degree with three years of professional office experience is required. Experience working in a Gift Administration/non-profit operations team environment with a relational database, preferably Blackbaud Enterprise CRM or Raiser’s Edge.

Database, data entry, and/or data processing is strongly preferred. Work experience with a document imaging system and experience working with a non-profit or in higher education is a plus.

Knowledge, Skills and Abilities:

Candidate must demonstrate strong verbal and interpersonal communication skills, as well as the ability to establish and maintain effective working relationships with a wide range of constituencies in a diverse community. Must also demonstrate the ability to communicate effectively in writing. A strong customer service orientation and a commitment to timely resolution of customer issues are essential.

Candidate must possess strong time management, organizational and planning skills with the ability to manage competing priorities under deadlines. Must also possess strong problem solving skills with the ability to identify, analyze problems and devise solutions.

Candidate must demonstrate the ability to process large quantities of data while maintaining data integrity and a high rate of accuracy is essential. Must demonstrate the ability to utilize proper judgment interpreting existing data (historical precedent, supporting documentation, etc.) in determining allocation of donations. Strong research skills and ability to perform complex data searches in determining correct donor information are essential.

A commitment to confidentiality and professionalism is essential as the person in this role will be required to handle confidential information. Knowledge of and ability to apply fundamental accounting concepts and practices is preferred.

Candidate must demonstrate a strong proficiency in MS Word and MS Excel – Intermediate Proficiency. A strong working knowledge of MS Outlook is essential. Experience with or knowledge of Blackbaud CRM/Raiser’s Edge, Microsoft Access, and/or document imaging system is preferred. Candidate must provide cover letter for full consideration.

Physical/Environmental Demands : Sit for long periods of time.

DEADLINE TO APPLY: February 1, 2016.


No information provided.
Posted on:
January 25, 2016

How to Apply

TO APPLY: Please visit our website to access the online application. Click on Staff Career Opportunities and apply to Job ID#: 900910.

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601,