Gifts and Records Specialist

Butler University · Indianapolis

Position Overview

This position supports the University’s fundraising efforts by ensuring gift and constituent data is managed accurately, efficiently, and in compliance with applicable standards. The incumbent functions as a data steward, responsible for overseeing the daily operations of gift processing, data integrity, and reporting, while ensuring adherence to IRS regulations, University policies, and industry best practices (CASE guidelines). This role requires analytical and problem-solving skills, meticulous attention to detail, the ability to exercise discretion with sensitive information, and the ability to manage multiple priorities.

Responsibilities

Process all gift transactions accurately and on time, including complex gifts and pledge activity.
Maintain accurate, complete, and reliable constituent biographical and giving records in the University Advancement database.
Identify and create process improvements that enhance the work of the Gifts & Records and Advancement Services teams.
Create and maintain documentation for gift processing and data management procedures to support consistency and knowledge transfer.
Analyze gift and donor data to resolve discrepancies and ensure giving platforms and third-party tools function appropriately.
Provide accurate, timely guidance to internal stakeholders and student employees on biographical data, gift-related inquiries, and standard operating procedures.
Ensure Gifts & Records policies and procedures align with applicable IRS requirements and CASE standards.
Collaborate with Advancement and Finance teams to support accurate recording, depositing, and acknowledgment of charitable gifts.
Provide prompt, clear communication to donors regarding their giving history, current gifts and contribution methods.
Perform other duties as assigned.

Required Qualifications

Bachelor’s degree in a related field, such as Business Administration, Nonprofit Management, or Information Management, or an equivalent combination of education and experience.
At least one year of progressively responsible data management experience, preferably in nonprofit, higher education, or fundraising settings.
Strong data-entry accuracy; experience using a donor CRM; ability to exercise discretion with sensitive information; and sound judgment in interpreting data, solving problems, and resolving issues.
Excellent communication and interpersonal skills with the ability to identify and collaborate effectively among key stakeholders across teams and departments,

Preferred Qualifications

Knowledge of IRS guidelines and/or university gift processing best practices.

BU Benefits and Perks

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:

Paid Time Off and Holidays:
- 20 days of paid time off (vacation and PTO days) per Fiscal year
- 8 Paid Holidays
  - In addition, a paid Winter Break between Christmas Eve and New Year’s Day
- Paid Parental Leave (after 1 year of full-time employment)
Health:
- Comprehensive medical, dental, and vision plans including disability and life insurance programs
Retirement:
- 10% employer contribution after 1 year of full-time employment
Tuition Assistance:
- Tuition Exchange Program for Dependents
- Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
  - Eligibility after 9 months of full-time employment
  - Employees & spouses- undergraduate/graduate degrees
  - Dependents (under age 26)- undergraduate degree
  - Covers tuition only
Butler Facilities Access, Discounts and Perks:
- Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
- LinkedIn Learning Courses
- Free premium subscription to the Calm App
- Free subscription to the WSJ, The Economist, and NYT
- Discount at the College Bookstore
- Discount on select Athletic and Arts/Events Center Performances

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University offers more than just a job—it’s an opportunity to join a dedicated, innovative, and supportive community grounded in equity, academic excellence, and meaningful impact. Aligned with Boldly Butler, our strategic plan, faculty and staff play a vital role in delivering transformational learning experiences, enriching our campus and community, and ensuring a thriving Butler for generations to come.

Butler University is an equal opportunity employer. We welcome applications from all individuals, regardless of age, sex, race, religion, color, disability, protected veteran status, national origin, or any other legally protected category.

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