Gift Accounting Specialist


Position Summary

Reporting to the Gift Accounting Manager, this position is responsible for performing all functions related to gift processing that support the fund-raising efforts of the University. 

As part of the Finance department, this position will work with a team-oriented approach to gift processing, customer service, and other philanthropy services including donor acknowledgement and recognition.


Key Partners

The key partners for this position include employees in Advancement Records, and OSUF fundraisers.


Measures of Success

  • Providing accurate and timely processing of gifts consistent with donor wishes
  • Providing timely responses to donor and internal customers’ inquiries
  • Developing cooperative and helpful working relationships with other members of the gift accounting team


Major Duties

Develop, document, audit, and perform daily and monthly gift entry activities to ensure that donor gifts are processed accurately according to donor wishes and department productivity, procedures and quality standards.

Research issues to confirm and implement donor wishes.

Accurately input and administer daily gift transactions. 

Review and/or perform all pledge payment entry, credit card and recurring gift transactions.

Perform all gift adjustments and corrections; maintain department copies for audit purposes.

Coordinate with department staff to identify and develop gift entry processes and schedules to meet needs related to special events and other special projects.

Work with others to develop, review, and update department data and gift entry policies and procedures to ensure they reflect current entry standards, and support effective staff training and monthly audit procedures.

Create and maintain biographical records in the development database, including donor information, address update, marital status changes; link entity records to matching gift company records.

Using Desktop Deposit program, prepare daily bank deposit; batch checks; update and reconcile batch book.

Sort and open all OSU Foundation incoming mail under dual control, sort out checks, date stamp all back up, endorse checks, and photocopy back up and checks as necessary.

Process all on-line gift transactions working closely with annual giving.  Administer the reoccurring credit card process each month.

Clean up all duplicate records, moving gifts from one record to another after careful research.

Perform clean-up projects or audit data base as needed in order to keep data up to date.

Participate in cross training in all other gift processing functions. 

May be required to work longer hours and some weekends during peak work load periods which occur at fiscal year end (June 30) and calendar year end, including during calendar year-end holidays.

Perform other duties as assigned.


Required Knowledge, Skills and Abilities

    Comprehensive knowledge of:

  • A large relational data base such as Sunguard Higher Education Advance or other large development data base
  • Bbasic IRS requirements for processing gifts in a organization that is a  501 (C) 3 non-profit
  • Check processing, sorting and batching

    Proven skill in:

  • The use of Microsoft Word and Excel
  • Written and oral communication
  • Demonstrating and providing exceptional customer services to donors, development officer and OSU staff while processing gifts, monitoring funds, depositing funds, and answering gift-related questions
  • Working in a collaborative way and responding in an effective manner to urgent problems and unexpected requests

    Demonstrated ability to:

  • Learn daily deposit process using Desktop Deposit software
  • Research issues using tools available; including web-base research
  • Prioritize and work efficiently to meet deadlines with a keen attention to detail
  • Be flexible and to work constructively as change occurs
  • Juggle various duties at one time
  • Be flexible enough to change priorities as needed for work load 
  • Work congenially with staff, administration, faculty and others
  • Work in fast paced, high production department
  • Occasionally work more than eight hours per day, including some weekend hours
  • Demonstrate sound judgment and high integrity to work appropriately with confidential information 
  • Occasionally drive an automobile for work-related activities
  • Work in an open cubicle environment and do extensive and repetitive keyboarding tasks, requiring ability to concentrate over conversations and other background noises
  • Effectively work in a team environment  



Education and Experience Minimum Requirements

Associate’s degree in accounting or relevant discipline and two years of experiencewith cash handling, check processing, sorting and batching of gift receipts and experience working with a large, relational database.  A valid Oregon Driver’s license required.  Education and experience equivalencies will be considered. 


Commitment to OSU Foundation Core Values

As an organization, and as an employer, the OSUF strives to be one of the best places to work in this country. We know that the success of the OSUF depends, in large part, on the people who carry out our mission.  It’s what we do, and how we do it, that makes the difference.   The OSUF has developed a set of core values that reflect how we approach our work, and how we treat one another.  Being an employee of the OSUF requires a commitment to conduct oneself consistently with these values:

  • Civility – the daily practice of respectful and thoughtful interaction with co-workers, donors, volunteers and all other visitors to the OSUF
  • Teamwork – open and collaborative communication, direct dealings, commitment to and alignment with organizational decisions
  • Continuous Improvement – welcoming new ideas, focus on sustainability, and commitment to excellence
  • Productivity – hard work, goal orientation, achievement, success


Back to position overview

Back to job opportunities


© OSU Foundation | 850 SW 35th St. | Corvallis, Oregon 97333| 541-737-4218 | 541-737-0498 fax

Oregon State University | OSU Foundation