Job Description

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.

Who We Are:

The Swarthmore Office of Advancement manages the College's relationship with its alumni, families, and friends to further Swarthmore's commitment to intellectual rigor and creativity, nurturing of student confidence and curiosity, production of new knowledge, and inclusive excellence, among other goals.  Advancement works closely with the President, faculty, and senior colleagues to foster positive and productive relationships that not only accelerate the objectives of the College but also represent meaningful and beneficial engagement for the Swarthmore community.

The Office of Advancement manages and maintains alumni, family, and friend records; engages constituents in the life of the College in a variety of ways, contexts, and over time; provides and supports meaningful volunteering opportunities; and partners with the President and Board of Managers to share information about the College and raise critical philanthropic support for the College's priorities and new initiatives. Advancement ensures that alumni and donors are appropriately recognized and informed about the impact of their service and contributions, and manages all gift acceptance and stewardship.

The opportunity:

The Senior Gifts and Records Information Specialist works in close collaboration with college- wide administration to accept, process, record, maintain donor data, and back up documentation for all gifts and pledges in accordance with Swarthmore policies. In a timely manner, they ensure accuracy of transactions and production of gift receipts following IRS regulations. The Specialist is also responsible for updates to constituents’ biographical records.

In addition, the Senior Gift Information Specialist will assist in supervising the part-time Gift Information Specialist.

Essential Responsibilities

Gift and Pledge Processing

Processes gifts and pledges to the College in a timely manner. Reviews and ensures accuracy of all pertinent information entered into the database including demographics, gift and receipt information.

Coordinate with the fundraising team to post gifts and pledges to accurately reflect the donor’s intentions. Make timely edits and/or correct person/organization information for system historical and recognition purposes.

Prepare and transmit daily reports to the business office for cash reconciliation. Works closely with the Senior Accountant on daily financial deposits

Monitors and processes online gifts, ACH and other electronic wire transfers. Calculates stock gift values. Prepares checks and documentation to scan to the bank for electronic deposit. Securely store processed financial documents per bank requirements. Shred and dispose of originals on a regular schedule.

Process constituent pledges. Make appropriate entries to include payment installments, completion dates and any relevant coding.

Compile, organize, and summarize gift information according to office protocols. Scan all documentation for secure file storage.

Respond to inquiries by phone or correspondence from staff, donors, or external sources. Strong interpersonal and verbal communication skills to communicate broadly across the College and foster relationships with a wide range of constituencies.

Supervisory Responsibilities

With Director, supervise the work of one part-time Gift Information Specialist.

Who you are:

Highly detail oriented with strong planning and organizational skills.

Excellent oral and written communication.

What you bring:

Required Qualifications

High school diploma with three years of job-related experience, or an equivalent combination of education and experience.

Proficiency with G-suite products, Excel in particular.

Ease in navigating and use of online tools.

Experience with a relational database.

Natural ability to work easily with financial data.

Preferred Qualifications

Some college education.

Experience in an academic or non-profit organization.

Knowledge of fundraising terminology and best business practice.

Skilled use of Slate CRM and/or other fundraising specialized software.

What You Will Get:

You’ll work at one of the world's most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a collaborative work environment. Join a team of passionate, creative people who work hard and have fun supporting the College students, faculty, and staff.

We want to hear from you if you are excited about this role! For full consideration, submit applications with an uploaded resume, including a brief cover letter by June 20, 2025. Applications received after this date may be reviewed on a rolling basis until the job has been filled. A brief cover letter should indicate how your qualifications and experience have prepared you for this position. If you have experience that meets any of the preferred qualifications, please include a detailed explanation of any such experience in your cover letter and how it meets the preferred qualification(s).

PA Criminal Clearance Required

Swarthmore College requires a PA Criminal background check for all staff positions prior to the start of employment.

Preview our Benefits Flyer. We offer benefit plans starting at zero cost! Upon benefit eligibility, the College contributes 10% of an employee’s salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins.

Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and minorities are encouraged to apply.

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