Gift Processing Analyst

The Wisconsin Foundation and Alumni Association (WFAA), the private fundraising and alumni relations organization for UW-Madison, is recruiting for a Gift Processing Analyst to join our Gift Processing Team. The primary focus for this position will be to prepare and process daily charitable donations, including complex and challenging gift transactions while providing exceptional customer service to WFAA staff, campus partners, alumni, donors, and friends.

Essential Functions

Gift and Pledge Agreement Processing

  • Process gifts and pledge agreements requiring high degree of detail management to ensure that:
    • Donor intent for the gifts and commitments are captured accurately
    • Gifts conform to legal and financial requirements
    • Gift details as recorded in system support correct revenue, recognition and fundraising performance reporting
    • Receipt, acknowledgement and pledge reminder details will be clear, accurate and timely
    • Finance, Legal and Development teams are alerted to or involved as needed to ensure that procedures and special situations are handled properly
  • Process gift adjustments per donor or staff request in accordance with proper system procedures.
  • Work with a variety of banking, credit card processing and fundraising systems to capture donor information and reconcile transactions.
  • Assist with processing of high volume gift batches as needed.
  • Maintain knowledge of CASE standards and IRS guidelines regarding charitable gift handling.
  • Create and update constituent records including contact information, communication preferences, and other demographic data in accordance with WFAA procedures; submit requests for complex updates to relevant teams as needed.
  • Adhere to proper deposit handling procedures for completion of daily deposit, as assigned.

Customer Service

  • Respond to and resolve revenue-related customer service inquiries regarding from donors, WFAA staff and campus partners using help desk software, phone and email.
  • As assigned, produce various gift-related communications using a combination of BBEC system processes, Microsoft Word mail merge functions and editing skills.

Team and System Steward

  • Assist in training and mentoring new staff members in gift processing.
  • Contribute to team effectiveness through knowledge sharing and pro-actively identifying process and system gaps and areas of inconsistency.
  • Demonstrate openness and flexibility with regard to process and system changes.
  • Participate as needed as subject matter expert for system testing and issue resolution.
  • Demonstrate willingness to assist with areas or responsibility outside core specialty during times of high volume.
  • Follow action plans and work to achieve identified goals.
  • Demonstrate an understanding of organizational administrative policies and processes.

Support a service-oriented atmosphere in accordance with WFAA mission, values and philosophy

  • Strategic beliefs
    • The University of Wisconsin-Madison has a transforming impact on students, alumni, and society;
    • Authentic, lifelong relationships and engagement with alumni, donors and friends are fundamental to sustaining the reputation and continued success of the University;
    • Philanthropy has an essential and growing importance on the future progress of UW-Madison;
    • The highest level of stewardship and fiduciary responsibility in financial, investment, data and gift administration is vital to maintaining trust with our stakeholders;
    • Diverse views, experiences and perspectives strengthen WFAA and the university community.
  • Organizational values
    • We are serious about delivering results;
    • We work together and with our campus partners as a team;
    • We are committed to alumni, donors, volunteers and others;
    • We are open-minded;
    • We create a positive work environment.


  • High school graduate required. Bachelor’s degree or some college education in accounting or business-systems field preferred.
  • Minimum two years’ experience in non-profit gift processing required; gift processing experience in higher education setting strongly preferred.
  • High language, mathematical, and reasoning ability. High degree of decision making and problem solving skills.
  • Basic PC knowledge. Intermediate knowledge of Microsoft Word and Excel; experience with fundraising database required, experience with Blackbaud CRM or Raiser’s Edge strongly preferred.
  • Knowledge of general non-profit accounting principles.
  • Demonstrated ability to conduct detail-oriented work, seeking input from appropriate parties as needed to ensure best result.
  • Willingness to make decisions regarding gift entry based on provided guidelines and communicate basis of decisions as needed.
  • Ability to manage workload according to prescribed deadlines; balance pace with quality and articulate work impediments to supervisor quickly and clearly.
  • Excellent oral and written skills and high degree of office management/administrative skill.
  • Ability to organize, multi-task and meet very distinct deadlines.
  • Ability to take initiative and work independently.
  • Ability to interact with people of diverse backgrounds.
  • Strong team building skills.
  • Ability to accommodate various learning styles.

This is a full time, non-exempt position, reporting to the Gift Processing Manager. We offer a competitive salary and excellent benefit program.

To apply, please submit cover letter and resume in a single attachment.

Apply Online »

Please contact Human Resources if you have any questions at  Review of applications will begin on August 18.