Gift and Records Specialist

Posting Details

Posting Details

Requisition Number S3129 Position Number 998664 Position Classification Title Administrative Support Spec Functional Title Gift and Records Specialist Position Type Staff University Information

Located in North Carolina's third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal - helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University's 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Primary Purpose of the Organizational Unit

The Division of University Advancement builds and nurtures relationships with loyalty and integrity to promote UNCG's mission, foster communication, and secure philanthropic support.

We are responsible for:

• Building pride and tradition among alumni, faculty, staff, students, families, and community members
• Developing life long relationships
• Building advocacy
• Branding and awareness
• Securing private and public financial support

Our division includes: Advancement Communications, Advancement Operations, Alumni Engagement, Development, Annual Giving, Philanthropic Engagement, Gift Planning, Prospect Management & Research, University Communications, and the Vice Chancellor's office.

Our mission is to inspire connections, investments, and engagements that drive excellence and opportunity.

Our vision is a University that illuminates potential, eliminates barriers, and ignites achievement.

Position Summary

This position is responsible for accurately processing and documenting charitable contributions received by the University and assisting with data maintenance and record updates in the University's system of record.

The individual in this role must be highly detail-oriented, maintain a thorough understanding of donor intent, and ensure data integrity and compliance with University policies.

During peak processing times such as Homecoming, Fiscal Year End, Calendar Year End, etc. there may be blackout dates for leave requests.

Minimum Qualifications

HIGH SCHOOL DIPLOMA OR EQUIVALENCY AND ONE YEAR OF RELATED OFFICE EXPERIENCE; OR EQUIVALENT COMBINATION OF TRAINING AND EXPERIENCE.

Additional Required Certifications, Licensures, and Certificates Preferred Qualifications

• Familiarity with Banner (or other ERP system).
• Demonstrated experience with gift processing or financial data entry.
• Strong organizational and analytical skills, with the ability to handle confidential information responsibly.

Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Special Instructions to Applicants

Applicants are required to upload a list of at least three (3) professional references that includes:

• Name,
• Company Name,
• Type of reference (Professional, Supervisor, Colleague, Academic, or Personal). One (1) of those references will need to be a current or previous supervisor.
• Email Address
• Contact Phone Number

Recruitment Range $42,285 - $42,991 Org #-Department Advancement Operations - 33701 Work Hours of Position 8 A.M - 5 P.M., M-F Number of Months per Year 12 Posting Requirements Job Family Secretarial and Clerical Career Banded Title Administrative Support Spec Open Date 06/01/2026 Close Date 06/22/2026 FTE 1.000 FLSA Non-Exempt If other, please indicate If time-limited, please specify end date for appointment. Salary Grade Equivalency

Key Responsibilities

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Key Responsibility

Gift Processing and Data Integrity

Essential Tasks

• Accurately research, receive, and record all types of gifts (checks, cash, online transactions, pledges, stock, and gifts-in-kind) in accordance with donor intent and University policies.
• Verify pledge payments, record in-kind donations, and value stock gifts.
• Prepare gift receipts, retrieve and batch web credit card gifts, and complete all required documentation in a timely manner.
• Respond to donor inquiries and collaborate with internal stakeholders to clarify gift designations and pledge allocations.
• Maintain high attention to detail when entering donor information into the database, adhering to established policies and procedures.

Key Responsibility

Donation Reconciliation and Reporting

Essential Tasks

• Generate and review daily batch reports to validate gift entries.
• Complete and reconcile deposit slips, ensuring thorough audit documentation.
• Collaborate with finance and auditing teams to resolve discrepancies and maintain compliance.

Key Responsibility

Database Maintenance and Record Updates

Essential Tasks

• Organize and maintain gift documentation records in physical and digital formats.
• Assist data team with data clean-up, updating addresses, phone numbers, email addresses, and other constituent information.
• Research news sources and tools like LexisNexis to verify and enhance existing records.
• Help maintain accurate donor profiles by linking relationships (spouse/partner, children, employers) and adding degree information where relevant.
• Create and update constituent records as needed.

Key Responsibility

Cross-Functional Support and Customer Service

Essential Tasks

• Contacting donors with questions and responding to donor inquiries regarding gift processing and pledge information via email, phone, or in person.
• Recommend improvements to gift processing and data entry procedures, aiming to increase efficiency and reduce errors.
• Special projects as assigned by supervisor.

Competency

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Competency Knowledge-Program Competency Description

• Demonstrates in-depth knowledge of the area of specialization, the program, process, and/or organizational operation.
• May be the content/process resource.

Competency Level Journey Competency Information/Records Administration Competency Description

• Coordinates varied records processing activities requiring the application and some interpretation of agency procedures, policies, laws, and regulations.
• Reviews information for completeness and accuracy using multiple guidelines.

Competency Level Journey Competency Office Technology Competency Description

• Selects, understands and fully applies a variety of features in software programs, databases, information systems, and specialized equipment.

Competency Level Journey Competency Problem-Solving Competency Description

• Recognizes, defines and resolves non-standard problems using operating procedures, research, practices and established precedents.
• Resolves recurring issues and problems as well as some unique situations.
• Anticipates problems and develops recommendations for management resolution.

Competency Level Journey Competency Communication Verbal Competency Description

• Presents ideas in a clear, concise, organized manner.
• Explains and interprets programs, policies and procedures to meet the specific needs of staff and clients.
• Advises program staff/clients in all matters related to program operations.

Competency Level Journey Competency Communication Written Competency Description

• Composes and organizes ideas logically, works in multiple formats such as letters, memos, reports or presentations, and can change/adjust style to meet the needs of the program and audience.
• Reviews sensitive materials and edits content constructively.

Competency Level Journey

ADA Checklist

ADA Checklist

"R" for Rare (0-30%), "O" for Occasional (30-60%), "F" for Frequent (60-90%), "C" for Constant (90-100%)

Physical Effort Reading - F, Vision-Preparing/Analyzing figures - F, Hearing - F, Talking - F Work Environment Inside - F

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter
• List of References

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • Please indicate how you learned of the vacant position for which you are applying:

• UNCGjobsearch Website

• Greensboro News & Record

• Carolina Peacemaker

• Other Newspaper

• The Chronicle of Higher Education

• Inside Higher Ed

• Other Professional Journal

• NCWorks.gov

• UNC System Job Board

• Other Online Job Board

• Personal Networking

• Other

• • Other: Please list

(Open Ended Question)

• • Are you eligible to work in the United States without sponsorship?

• Yes

• No

• • Will you now or in the future require visa sponsorship for employment at the University of North Carolina in Greensboro?

• Yes

• No