Records Management III - Gift Records - Abilene Christian University : Job Details

Records Management III - Gift RecordsJob no: 494181 Work Type: Staff full-time Location: Abilene Categories: StaffAbout ACU ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.Title of Position Records Management III - Gift RecordsPosting Location Abilene, TexasDepartment AdvancementEmployee Class Nonexempt Full-timeBasic Responsibilities

• Gift Records Management: Maintain donor records within CRM Advance as gifts are received in preparation for gift processing, including adding new donor records, updating contact information, and processing life change events like marriages, births, and deaths. Maintain electronic and physical files of gift-related documents.
• Gift Processing: Process credit card gift transactions; post gifts, pledges, and adjustments in CRM Advance; process gift receipts and balance daily gift logs; proofread the gift acknowledgement letters prepared by another employee, and process non-cash letters.
• Process and track corporate matching gifts.
• Prepare donor pledge reminders and oversee mailing.
• Additional support tasks related to gift records.

Essential Duties

• Gift Records Management - While this position can maintain records in any area of CRM Advance, the primary focus will be on maintaining and creating donor records in preparation for gift processing, as well as filing donation source documents and other donor related documents. General accounting principles must be followed.

• Gift Processing - Gifts and pledges to ACU are made in many ways, including online, through the mail, phone, electronic funds transfer, and employee payroll deductions. The gift processor has responsibilities as follows:
  • Process pledges, gifts, and pledge payments in CRM Advance from various sources, including but not limited to, gifts through the online giving tool, mail, phone, EFT/ACH, wire transfers, payroll deductions, estate gifts, and gifts delivered from other departments on campus.
  • Research gifts to determine correct donor or purpose, as needed.
  • Balance daily gift logs and prepare deposits and reports for Financial Management Services. Also, provide requested documentation for the annual financial audit.
  • Process adjustments and refunds, as needed.
  • Communicate with donors regarding their charitable giving questions and year-end gift summary inquiries.
  • Communicate with departments across ACU regarding charitable donation questions and provide reports, as needed.
  • Assist Executive Director in developing and documenting procedures related to gift records processing.
  • Stay apprised of best practices and IRS rules related to charitable donations.
  • Proofread charitable gift receipts and acknowledgement letters.
  • Referring to the Records Retention Schedule, maintain electronic and physical files of gift record documents.

• Maintain corporate matching gift records and records of employees who work for these companies. Verify that donor gifts are eligible for the corporate match. Complete the university's verification of donation by online portal or via paper form.
• In coordination with the Executive Director, prepare monthly pledge reminders and verify information against the pledge card on file. Prepare for mailing or other methods of distribution.
• Additional support tasks related to gift records that include, but are not limited to: Process gift records on deceased persons; Maintaining files of samples of events, mailings, and other solicitations; Create donor files as needed and scan or file donor related correspondence; Log on to First Financial Bank website and print ACH transactions.

Professional Development Requirements

• CRM Advance and understanding of how Finance and Human Resources modules (currently Ellucian Banner moving to Workday) relate to CRM Advance.
• General accounting, clerical, research, and problem-solving skills.
• Basic Word and Intermediate Excel skills.
• Understanding of Windows environment, directory structure and how to use email and web browser software.
• Experience with the Google Suite of applications is preferred, particularly with Gmail, Calendar, Documents, and Sheets.
• Written and verbal communication skills, including proofreading.

• Training Modules Required
  • CRM Advance training.
  • Double the Donation matching gift software
  • Online giving module (Anthology migrating to Give Campus)
  • Various matching gift administrator sites (Benevity, YourCause, etc.)
  • Online banking
  • Thorough knowledge of office procedure manual.
  • Appropriate courses emphasizing customer service, telephone etiquette, and effective written and verbal communication, as needed.

Qualifications Professional

• Two years of accounting experience required or bachelor's degree in accounting, finance, or related field, preferred.
• Office skills including 10-key by touch/calculator, typing/keyboarding, proofreading, and filing. Research and critical thinking skills are crucial.
• Computer skills, including basic experience with Word is preferred. Intermediate experience using Excel is required. Data entry experience and familiarity with Windows environment and software is preferred.
• Experience with the Google Suite of applications is preferred, particularly with Gmail, Calendar, Documents, and Sheets.

Personal

• High level of integrity and discretion when dealing with confidential information.
• Well-developed interpersonal skills and ability to communicate well, both verbally and in writing. Telephone and email communication skills are needed, including a friendly, but professional demeanor and a customer service attitude.
• Self-starter, flexible, organized, able to think critically and make decisions independently, deadline-oriented, and skilled at prioritizing when faced with multiple priorities.
• Ability to deal with stressful deadlines and keep a good sense of humor.

Physical Demands

• Bend, stoop, or stand to file occasionally. Sitting 6-7 hours per day.
• Computer work approximately 4 hours at a time, up to 7 hours per day.
• Minimal lifting of 5-10 pounds.

Additional Information ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.Advertised: August 13, 2025 Central Daylight Time Applications close: Whatsapp Facebook LinkedIn Email App