External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Gift Administrator. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

Position Summary

The Gift Administrator plays a critical role in supporting External Relations Operations by accurately researching, entering, and maintaining gift and biographical data within the Advancement CRM system. This includes processing a variety of gift types, pledge payments, new pledges, and adjustments, while ensuring data integrity through regular audits.

In addition to gift processing, the role involves updating and maintaining biographical records for donors, prospects, and corporations, requiring thorough research and attention to detail. The ideal candidate will be highly detail-oriented, capable of learning and navigating a complex database environment, and knowledgeable about gift accounting principles.

This position also contributes to reporting functions and carries out a variety of administrative responsibilities as needed. Work is performed under general supervision, guided by established policies and procedures, and requires a high level of autonomy. Performance is assessed based on the accuracy, timeliness, and overall quality of completed tasks.

Success in this role depends on the ability to effectively navigate databases and related tools, selecting the most appropriate methods to meet user needs. The position demands integrity, initiative, sound judgment, discretion, and reliability. The accuracy of the employee’s work directly influences gift reporting for donors, development officers, senior leadership, and financial systems, and plays a vital role in maintaining the integrity of the External Relations program.

Responsibilities

• Processes donations made to the University, its related foundations and allied organizations daily using the University’s gift processing systems, policies and procedures (UVA Gift Manual), within established metrics for accuracy, productivity, timeliness, and customer service.

• Processes donations via mail, following all policy and procedures.

• Reviews and processes gifts, ensuring that quality control standards and required documentation packages are complete and accurate, and assigns purpose and solicitation codes and other required information.

• Analyzes gifts to determine appropriate campaigns/appeals, designation(s), allocation(s), donor(s) and credit amounts for each gift to be processed.

• Manages gift analysis and entry procedure and processes daily gift batches in a timely and accurate fashion to adhere to Advancement Service’s turnaround receipting/acknowledgment policy.

• Works with Advancement Service’s team to produce various reports pertaining to gift transactions as requested.

• Coordinate and processes data analysis and special entry projects as requested.

• Assists with balancing and reconciling allocation/gift accounts when needed.

• Assists with gift adjustments when needed.

• Adds new constituent records to the database as needed, analyzes information and populates all appropriate data fields where information is available.

• Organizes, coordinates, and maintains the integrity of hard and soft filing systems.

• Assists with other gift processing, biographic and records related duties as assigned.

• Other duties as assigned.

The ideal candidate will be highly detail-oriented, capable of learning and navigating a complex database environment, and knowledgeable about gift accounting principles. They will exhibit excellent interpersonal skills, emphasizing collaboration, teamwork, and a solution-oriented mindset, with exceptional oral and written communication abilities to convey information clearly across diverse audiences. They demonstrate a strong customer service orientation, ensuring client satisfaction, and are proficient in administrative procedures with a solid understanding of office operations. With exceptional organizational skills and efficiency, they engage professionally with donors, volunteers, and stakeholders, maintaining confidentiality and discretion with sensitive information. Their strong critical thinking skills enable effective problem-solving, and they adeptly prioritize tasks while adapting to shifting responsibilities.

Minimum Qualifications

• Associate’s degree or equivalent work experience required.

• Minimum of two years of working experience in a fast paced, high-energy environment.

• Must be experienced in Microsoft office, particularly Excel, Word, and Access.

• Must have experience in data entry and analysis.

Preferred Qualifications

• Bachelor’s degree.

• Previous experience in a fund raising, sales or higher education environment.

• Experience and / or working knowledge of Advance Web, Advance Performance, Salesforce, or similar software.

• Operation knowledge of computer applications and generation of reports.

• Excellent oral and written communication skills, along with strong interpersonal abilities exercised with tact, patience, and courtesy

• Ability to represent the department and University in a friendly, courteous, and professional manner.

• Good organizational skills and detail-oriented working habits.

• Ability to learn complex data entry and new procedures quickly.

• Ability to prioritize data entry projects, review work for accuracy, and analyze data for appropriate posting.

• Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University as well as data standards and practices.

• Commitment to completing tasks in a timely manner with the ability to work well under pressure with periodic heavy workloads.

• Ability to work on multiple tasks with interruptions in an energetic environment.

• Ability to work in a team environment, establishing and maintaining cooperative and effective working relationships with others.

• Demonstrated self-motivation and personal accountability.

• Ability to maintain confidentiality of all donor records and other sensitive information.

• Knowledge of electronic collaboration tools – Zoom, Microsoft Teams, etc.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

• The anticipated hiring range is $19.00/hr. - $25.00/hr. commensurate with education and experience.

Position Type & Work Location

This is a part-time, non-exempt-level, benefited position. Learn more about UVA benefits.

• This is a restricted position, which is dependent on funding and is contingent upon funding availability.

• This position is based in Charlottesville, VA, and must be performed daily on-site.

• This position will be scheduled for 32 hours per week and during times of high volume, hours could potentially increase to 40 hours per week as needed.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after October 20, 2025.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.

• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0077255. Complete an application with the following documents:

• Resume

• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching “Find Jobs.”

Reference Check Process

Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

• For additional information about the position, please contact Sandi Hall at eym5wh@virginia.edu .

• For questions about the application process, please contact Jon Freeman, HR Recruitment Specialist, at jf2sw@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.