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Administrative Assistant/Gift Receipting Specialist

Posted: 08/18/2025
Administrative, Support & Clerical

The Administrative Assistant for Operations/Gift Receipting Specialist is a full-time position and serves as the primary gift receipting coordinator in the Alumni and Development Office, as well as providing administrative support for the Operations team.  

Job Title:              Administrative Assistant/Gift Receipting Specialist
Department:        Alumni and Development 
Reports To:           Director of Operations and Prospect Research
Prepared Date      August 18, 2025
 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:  
 

  • Process and receipt all charitable gifts to Millikin University, including but not limited to: cash, checks, credit cards, stock transfers, third-party payments, in-kind gifts, memorial gifts, ACH/EFT gifts, payroll deduction, donor advised fund gifts, grants funds, and IRA distributions.  On average, $6-9 million is receipted to Millikin during a fiscal year.
  • Process, handle, and distribute all documentation for the acknowledgement letter (paper and electronic) process, and create specialized letters for major donors, as well as gifts with special circumstances.  During an average fiscal year, there are approximately 5,000-7,000 charitable gifts to the university.
  • Establish and process all donor pledges; send follow-up documentation for major pledge commitments. 
  • Process budget offsets, previously receipted gifts, memo credits, adjustments and corrections in gift receipting system/CRM.  
  • Run daily cashiering report of all gifts receipted and/or adjusted and distribute report to the appropriate personnel; run other reports as needed. 
  • Assist with the analysis of trends and patterns related to gift processing and gift acknowledgement execution for possible improvements to the process. 
  • Assist with data entry updates as needed, especially related to the data updates related to the gift receipting process. 
  • As needed, communicate with constituents on behalf of supervisor via telephone or e-mail. Assist as needed in answering office phone calls and general office emails for the Alumni and Development Office.
  • Provide administrative support with solicitation efforts for the Alumni and Development Office, including, but not limited to: pledge reminder mailings, segmented Annual Fund/scholarship mailings, and donor holiday card mailings. 
  • Monitor, process and receipt all company matching gifts; Millikin has matching gift relationships with approximately 30-45 companies. Additionally, provide administrative assistance with the matching gift program, which includes the confirmation process and matching gift amounts with the donors in the matching gift portals.
  • Assist as needed with operational/administrative needs of the Alumni and Development Office, including processing invoices, credit card statements, and additional administrative needs of the staff. 
  • Contribute to the Division and University initiatives, meetings, team sessions, and committees as appropriate or assigned. 
  • Attend staff division and university events as needed. 
  • Communicate with other University offices.      
  • Represent the University to the Decatur and higher education community in a professional manner.
  • Maintain and exhibit loyalty to the University, the Alumni & Development Division, and the Development profession.
  • Manage supplies as related to the Operations team.
  • Prepare and submit the daily deposit of cash and checks to the Student Service Center; in addition, as assist as needed with daily visit to the Millikin mail room and Student Service Center. 
  • Performs other duties as assigned by the Director of Operations/Prospect Research and Assistant Vice President of Advancement and Operations. 
SUPERVISORY RESPONSIBILITIES: This position does not have supervisory responsibilities in accordance with the organization’s policies and applicable laws but may provide daily direction and assistance to student employees.    
 
GENERAL QUALIFICATIONS: To perform this job successfully, an individual must be able to succeed in a result-driven professional organization. Maintaining professional performance, demeanor, team-approach and focus on results while working under pressure in a dynamic environment. Customer, budget, quality and delivery conscious mindset. Ability to establish priorities, work independently with minimal supervision and facilitate teamwork. Highly organized, with the ability to plan, execute and multitask to meet deadlines with accuracy and attention to detail.  
 
 Minimum Education and/or Experience  
  • High School Degree or equivalent.
  • One to three years’ clerical experience is required, and prior data entry and financial book-keeping experience preferred.
  • Professional and friendly demeanor required
  • Positive, team-oriented attitude required
  • Excellent organization, verbal and phone skills required 
  • Should be proficient in use of current Microsoft Office package
  • Flexibility in work schedule (required for occasional noontime or evening events).
  • Prior customer service experience highly preferred 
WORK ENVIRONMENT: All staff are responsible for creating a safe, welcoming, diverse, inclusive, respectful and caring environment. We seek skilled and diverse colleagues who are flexible, self-motivated and will embrace and respect who we are and what we do. We also seek colleagues who are committed to moving the Millikin brand forward.      
 
PHYSICAL EFFORT AND WORKING CONDITIONS: Typical working conditions found in most administrative work areas.  Intermittently sitting at a desk or table; occasional lifting 25 lbs. to 50 lbs.; regular standing or walking; hearing and visual acuity within normal range; ability to bend, stoop, kneel and crouch occasionally; high degree of mobility required. Dexterity to operate a keyboard and prefer ability to type 40+ words per minute.   Minimal exposure to all types of weather conditions during department-led functions.    
 
INTERPERSONAL SKILLS Communicates effectively and appropriately. Gets along and cooperates with co-workers and appropriately interacts with others. Participates and functions as an effective member of the team. 
 
CONFIDENTIALITY Exchanges University information with others only on a "need to know" basis.   
 
ATTENDANCE Promptly arrives for the designated shift. Follows all applicable policies regarding schedules, attendance and organizational requirements. Typically considered non-exempt and is not a remote position. Excessive absenteeism will hinder successful job performance.   
 
SAFETY Understands and always uses safe practices. Reports all unsafe conditions to the Risk Manager immediately. Assures all equipment functions properly before use. Knows and adheres to all safety and fire prevention rules and regulations. Knows location and use of personal protective equipment, fire plan, SDS and Disaster Plan. 
 
UNIVERSAL ACCOUNTABILITY Provides excellent service to all customers striving to exceed their expectations. Demonstrates inclusivity, courtesy, compassion and respect. Is thoroughly committed to the mission and vision of Millikin University.    

To apply for this position, please visit https://www.millikin.edu/Jobs/administrative-assistantgift-receipting-specialist

Administrative Assistant/Gift Receipt...
Millikin University