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A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. In your cover letter, please indicate how you discovered this opportunity.

Job Summary

Working title:             Gift and Records Coordinator (temporary)

                                                Gift and Records Administration


Reports to:               GRA Manager, Gift and Records Administration


Supervises directly: N/A


Position Summary


The Gift and Records Coordinator will work with a variety of schools, colleges and units across the development community as well as donors, alumni and friends of the University.  The Gift and Records Coordinator will update a variety of information on the customer relationship management application DART for alumni, donors, and friends of the University. The Gift and Records Coordinator creates records and updates biographical and degree information received through various sources including receipt of gifts and requests through schools, colleges and units and research. The Gift and Records Coordinator provides excellent customer service by responding to gift helpline, emails and online ticketing system to meet the department’s service level achievement (SLA).




Note: Mandatory overtime of 10-20 hours per week during period at calendar year-end November through January, including the holiday period, as well as fiscal year-end in June.




Operational – Biographical  60%


  • Work with schools, colleges and units across the development community as well as donors, alumni and friends to create and maintain accurate and complete biographical records.
  • Create and update biographical records for alumni, donors, and friends of the University through receipt of donations and requests through schools, colleges and units, and various other sources.
  • Consolidate duplicate records, decease records and update addresses through research using various online tools and subscriptions.
  • Use online ticketing system to update records by meeting required service level achievement (SLA).
  • Review and check data standards for biographical information received from other system interfaces.
  • Assist ITS identity management team by verifying and updating records with appropriate Alumni status.



Operational – Gift 20%


  • Verify and submit matching gift claims to participating companies and appropriately upon receipt.
  • Generate gift receipts to donors utilizing a web based receipting system.
  • Image gift documentation to maintain accurate archiving and provide documentation as requested by schools, colleges and units.


Administrative and Other Duties as Assigned – 20%

  • Work with schools, colleges and units across the development community as well as donors, alumni and friends to provide exceptional support and customer service.
  • Consistently meet established expectations set by Gift and Records Administration on an on-going basis while maintaining high levels of customer service and accuracy.
  • Answer phone calls on the gift helpline while delivering excellent customer service and performing all necessary follow-up which may include collaborating with the appropriate staff and departments to determine the proper course of action. Accept gifts from donors over the phone by utilizing the gift processing form system.
  • Prepare a variety of letters for donors and alumni of the University.
  • Collect, sort, and distribute daily mail which includes evaluating gifts prior to being deposited and processed.
  • Perform other duties as assigned.

Required Qualifications*

  • Bachelor’s degree or equivalent combination of education and experience.
  • Attention to detail and accuracy.
  • Enjoys working in a fast paced environment.
  • Enjoys challenges and is flexible, adaptable and eager to learn.
  • Ability to work with a variety of customers, including schools, colleges and units across the development community as well as donors, alumni and friends.
  • Ability to handle highly confidential information and to maintain confidentiality regarding gifts and donor records.
  • Proven ability to set priorities, handle multiple tasks, and meet deadlines.
  • Ability to work well with co-workers in a team oriented environment.
  • Committed to maintaining a professional and positive workplace demeanor.
  • Experience in data entry with minimal error rate.
  • Considerable knowledge of and ability to use advanced business software and computer applications.
  • Ability to utilize a variety of sophisticated information storage and retrieval systems.
  • Excellent customer service orientation and ability to perform the characteristic duties and responsibilities of the position to effectively meet the needs of donors and the University of Michigan community.
  • Past customer service experience.
  • Excellent oral and written communication skills.
  • Extremely reliable attendance.
  • Must be able to work overtime hours as needed

Desired Qualifications*

  • Desire to learn the mission, goals and objectives of both the University of Michigan, as well as those of the Office of University Development and work in ways that help us achieve these.  Desire to enhance and improve the University of Michigan’s position as an international leader in Development.
  • Knowledge of/or ability to learn best practices in development, fundraising and community service as recommended by related umbrella organizations such as CASE.
  •  Volunteer experience in a non-profit setting

Additional Information

For additional information about this position and to review other current openings in Development, please visit our website at:

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.