Job Title: Gift Processing Coordinator
Classification: C3
Department: Development Services
Updated: May 2026

Job Summary

This position coordinates a variety of administrative, database, and scheduling duties for Development Services in which discretion and judgment concerning the procedures to use or policies to follow is required. This role serves as the primary Professional Support Staff (PSS) administrator for Development Services, with a strong emphasis on list management, data entry, and data maintenance, while also supporting appointment scheduling and coordination.

Essential Functions:

• Serves as the primary administrative support for PSS functions within Development Services.
• Supports list review, including receiving, reviewing, maintaining, and distributing lists for departmental and divisional use.
• Enters, updates, and maintains constituent and related data in appropriate administrative systems, including manual updates, address changes, and other data entry tasks.
• Reviews information received in various forms and determines the appropriate method of processing.
• Responsible for the accuracy, completeness, and timely processing of data and records maintained by the department.
• Assists with maintaining data integrity by identifying discrepancies, researching issues, and making corrections in accordance with established procedures.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures and directs individuals to sources of additional information.
• Generates reports, correspondence, and other materials using computer systems and departmental databases.
• Compiles and logically formats data, reports, and related materials for departmental use.
• Performs and coordinates scheduling tasks and support services associated with appointments, meetings, and other calendar-related activities for department leadership and staff.
• Assists with coordinating meetings and related logistics, including scheduling, room reservations, communication with attendees, and preparation of materials.
• Responsible for processing highly sensitive and confidential information on a daily basis.
• Provides quality customer service to internal and external constituents by responding to requests, answering questions, and routing inquiries appropriately.
• Creates and maintains record-keeping systems.
• Conducts special projects and assignments as directed.
• Other related duties as assigned.

Non-Essential Functions:

• Assists with training student employees on departmental procedures and systems.
• Provides backup support for additional administrative processes within Development Services as needed.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills. 
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Experience working with database systems, record management, or constituent data.
• Experience with list management, report preparation, and data maintenance.
• Experience with scheduling coordination and calendar management.
• Experience working with confidential information in a professional office setting.

Supervision Received:

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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