Gift Administrator

Website Berkeley Hall School

The Gift Administrator is a member of the development support team and is central to the School’s ability to achieve goals for alumni and donor relations, annual giving, and major gifts efforts. Responsibilities require working closely with the Director of Advancement and include data entry and maintenance of gift information in the Raiser’s Edge database, the running of standard gift reports, receipting gifts, creating new donor records and updating donor contact information, and completing various administrative office tasks. Sensitivity to confidential information is required as well as an ability to interact with internal and external constituents with a donor centric mindset. Some nights and weekends required. This position is not eligible for hybrid or remote work during the school year.

This position includes but is not limited to the following duties:

  • Process all donations via gift batch in a timely and accurate fashion, adhering to the development turnaround policy and best practices, with attention to accuracy and detail
  • Monitor the integrity of data through regular audits, as well as identifying and researching discrepancies
  • Run and distribute Cash Receipts report for Business Office
  • Collaborate with Business Office personnel as needed
  • Print and mail receipts for all gifts within five business days of deposit
  • Manage the signing of all acknowledgment notecards and letters including the production and mailing of IHO/IMO notification cards, as gifts are received
  • Create new records in the database for new constituents and update contact information for donors as notified via gift backup, email, USPS Address Service, or returned mail
  • Manage the processing and mailing of quarterly pledge reminders
  • Maintain knowledge of all campaigns, funds, and appeals for correct data entry of gifts including accounting distributions
  • Deliver actionable insights and opportunities into donor behavior to the Director of Advancement
  • Support the printing and mailing of all development solicitation letters
  • Assist with monthly and quarterly gift reconciliation projects
  • Responds to auditor queries with regard to annual audit
  • Manage database cleanup projects
  • Enforce database policies on data collection, retention and management
  • Balance multiple tasks and projects while delivering quality work on schedule
  • Maintain confidentiality of constituent information
  • Suggest new and creative ways to help fundraisers maximize the use of data with the goal of deepening the understanding of donor behavior and drive increased giving
  • Help plan and execute fundraising events
  • Act as a thought partner with the Director of Advancement to improve fundraising events and campaigns
  • Manage office upkeep and organization including filing of records in keeping with office and business standards
  • Manage database procedures and processes
  • Support in-house mailings including list pulling, mail merges, printing, and postage needs
  • Stay current with CRM updates and regularly attend professional development
  • Follow guidelines for fulfillment of duties as described in the Employee Handbook
  • Other duties as assigned by the Director of Advancement


  • Bachelor’s degree or equivalent professional experience (required)
  • 1-3 years proven ability with Raiser’s Edge or other similar CRM reporting system
  • 1-3 years of experience processing donations in a CRM system
  • 3+ years work experience in an office environment
  • An outstanding commitment to accurate data recording and reporting
  • Ability to manage multiple projects and responsibilities at the same time
  • Proficiency in Word, Excel, and Google
  • Discretion with handling confidential information
  • Familiarity with a non-profit environment, ideally in education
  • Comfort with a fast-paced office
  • A desire to be accountable, take on additional responsibility, and to learn and grow
  • Portrays a team player and donor centric mindset
  • Ability to provide proof of COVID vaccination (or exemption)
  • LiveScan and TB clearance


  • Regularly sits, talks, and listens
  • Be able to occasionally lift up to 50 lbs.
  • Regularly uses close and distance vision
  • Works at desk and on a computer screen for extended periods of time
  • Turns, bends, and reaches
  • Works in traditional, climate-controlled office environment
  • Ability to walk 66-acre campus

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