Advancement Operations Coordinator (Gift Services)
Help power the impact behind MSOE鈥檚 mission. We invite applications for a full-time Advancement Operations Coordinator - Gift
Services to ensure philanthropic gifts are processed accurately, acknowledged thoughtfully, and aligned with donor intent. This role is the
support behind the philanthropic engine that keeps our University Advancement team strong! If you value precision, teamwork, and supporting
a university dedicated to real-world results and impact, we invite you to learn more about us!
Who We Are
Milwaukee School of Engineering (MSOE) is an academic
institution intrinsically tied to the real world - a confluence of industry knowledge, work ethic and an enduring desire to know more. The
university offers Bachelor鈥檚 and Master鈥檚 degrees in engineering, computer science, machine learning, user experience, construction
management, actuarial science, business and nursing. With about 3,000 students, faculty and staff, MSOE is large enough for big
opportunities and small enough for personal attention.
A Small
University Dedicated to Achieving Big Things
MSOE is a supportive environment where everyone is valued.
Our method of learning by doing is our distinction: it is how we teach, how we learn and how we serve. MSOE鈥檚 top priority is serving our
students. By joining our community, you are building the leaders of tomorrow.
Our Mission
MSOE is the university of choice for those seeking an inclusive community of
experiential learners driven to solve the complex challenges of today and tomorrow. We are united by our six values - collaboration,
excellence, inclusion, innovation, integrity and stewardship - which represent the core of our campus culture. MSOE has embarked on an
ambitious strategic plan, , that propels the
institution forward. At MSOE, we are dedicated to promoting an academic environment marked by an unwavering respect for every individual.
Our Leadership
MSOE is under the
leadership of Dr. Eric Baumgartner. He began his Presidency in January 2026 after having served as the Executive Vice President of Academics
at MSOE since 2017.
Summary
Reporting to the Sr. Director of Advancement Operations, the Advancement Operations Coordinator 鈥� Gift Services works both
independently and as a valued member of a team to collaboratively support the philanthropic process. Responsibilities include, but are not
limited to, processing and acknowledging donations and serving as both a subject matter expert and generalist resource for donors and
internal clients. The coordinator also acts as a department liaison to the Finance office, assisting in periodic reconciliation and other
collaborative work. Other duties include maintaining constituent records, administering pledge reminders, reviewing mailing lists,
participating in special events as needed, helping with basic office functions, and other duties as assigned.
Essential Duties and Responsibilities
Gift Processing
and Acknowledgment
- Ensure that gifts and pledges are batched, processed, and documented in a timely manner and consistent
with both accounting requirements and development best practices. This includes the daily processing of online and offline gifts; entry of
pledges and other expectancies; monitoring payroll deductions and recurring gifts; electronic and (if applicable) physical filing of
supporting documentation; and physical delivery of gifts and supporting documentation to the Finance office. - Ensure the
accommodation of donor intent, collaborating with staff as necessary to identify appropriate gift Funds and substantiate processing
decisions. - Produce and coordinate the review of gift receipts, acknowledgments, pledge reminders, and year-end statements,
ensuring systematic quality control and overall accuracy.
Accounting and Administration
- Serve as a
department liaison to the Finance and Student Accounts offices, assisting in reconciliations, troubleshooting, and other collaborative
work. - As requested by Director, coordinate signature collection on Gift Agreements and Fund Creation Forms; create new Fund
records in the Advancement database. - Track gift agreement status and upload final documents to the University Advancement
database. - Participate in the documentation of standard workflows and gift-related processes and procedures.
Records Management and Reporting
- Maintain filing systems (electronic and, where applicable, hard copy) for gift backup,
gift agreements, pledge forms, acknowledgments, reminders, and other related documents. - Conduct periodic audits to ensure complete
and accurate documentation and substantiation of gifts, pledges, and gift agreements. - Assist in the development of, and ensure
compliance with, filing protocols and naming conventions. - Assist in coordinating student worker project requests and
monitoring/supervising data entry. - Create and maintain templates and checklists, as requested, for recurring division
activities. - Compile data, as requested, for department reports.
- Assist with data entry, auditing, and cleanup
projects.
Other Duties and Responsibilities
- As requested, maintain internal University Advancement 鈥渉ow
to鈥� resources and complete special projects related to the tracking of division goals. - Maintain and upgrade skills by actively
monitoring industry publications / white papers and participating in conferences, webinars, and professional societies. - Provide
general support for office activities and events identified for all-staff support by University Advancement leadership. - Oversee
student work (if/as necessary) on select projects.
This list of duties and responsibilities is not all-inclusive and may
be expanded to include other duties and responsibilities as management may deem necessary from time to time.
Qualifications
- A Bachelor鈥檚 degree is strongly preferred.
- Minimum
of 2 years of fundraising, gift processing, accounting, and/or related administrative experience. - Proficiency in Microsoft Office
applications, including Outlook, Word, Excel; PowerPoint preferred. - Customer relationship management (CRM) database experience and
familiarity with CASE reporting standards and/or gift accounting practices is highly desirable. - Experience with Raiser鈥檚 Edge is
preferred but not required.
Skills and Abilities
- Must be detail-oriented and able to multi-task
effectively in a collaborative, team-oriented environment. - Ability to stay organized and utilize time management skills.
- Ability to absorb and synthesize new information quickly.
- Ability to read and interpret documents such policies, procedures, and
technical manuals. - Ability to author routine reports, correspondence, and procedure documentation.
- Ability to
effectively communicate orally and in writing. - Ability to use numbers to solve problems involving concrete variables in
standardized situations. - Ability to exercise sensitivity and professionalism when dealing with university staff, alumni, donors,
and other constituents. - Ability to use judgment, tact, and discretion when handling complex and confidential material.
Physical Demands
While the employee is largely sedentary when performing the duties of this
position, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areas
on campus.
Ascending and descending stairs (building does not include an elevator).
Why Join MSOE?
At MSOE, we invest in our employees鈥�
professional and personal growth. MSOE offers competitive, fully comprehensive benefit plans to all full-time employees including medical,
dental, life, disability and vision insurance, 13 paid holidays, Paid Time Off, and paid parental leave, as well as a 403(b) retirement plan
with company matching of up to 6% of employee earnings and immediate vesting. Educational benefits are available for employees and family
members. Plus, employees have access to our state-of-the-art fitness center at no charge. Located in the heart of downtown Milwaukee, MSOE
is just blocks away from the beautiful lakefront, the theater district, museums, sports and music venues, parks and shopping. To view more
detailed information about MSOE, please visit .
