Officer, Gift Administration

Brigham and Women's Hospital
United States, Massachusetts, Somerville
399 Revolution Drive (Show on map)
Mar 07, 2025
Reporting to the Senior Director, Gift Administration, the Officer, Gift Administration will be responsible for the transaction recording of financial offline and online charitable gifts for Brigham and Women's Hospital (BWH) and Mass General Brigham (MGB), following best practices in accounting, including processing of checks, cash, and credit card payments, handling deposits, reconciling transactions, and accurately recording and acknowledging all philanthropic gifts. Generates detailed gift reports for verification and distribution to staff and department administrators. Handles all memorial and honorary gifts, ensuring timely notification to family members. Oversees corporate matching gift programs, including processing forms and tracking contributions. Responds to inquiries from donors, department administrators, and other stakeholders regarding gift details or fund allocations, serving as the primary liaison with the Cash Control, Treasurer's Office, and Special Accounts departments. Manage day-to-day processing of philanthropic gifts, including but not limited to the following: * Transaction Processing: Transaction Processing: Accurately process financial transactions made bycheck, wire, credit card and other methods into the CRM fundraising database and in concert withall Gift Acceptance policies, gift procedures, and IRS guidelines. * Gift Management: Manage and log all incoming gifts, with the primary responsibility for dailybank statements and the Booking Form application to ensure timely and accurate processing of gifts.Monitor several external online giving platforms for reporting. * Lockbox Gift Processing: Be responsible for daily lockbox financial transactions andreconciliation and act as a backup to the Coordinator to process gifts as needed. * Review and Reconciliation: Oversee daily gift batches and collaborate with team members to assistwith their individual reconciliations as needed. Locate and detail any discrepancies, advancing asneeded. * Data Management and Security: Scan all gift and batch documentation, ensuring that allinformation is securely stored. After scanning, shred original documents to ensure confidentialityin concert with the MGB File Storage Policy. Responsible for handling the Brigham Development brokerage account along with the SeniorDirector, Gift Administration and the MGB Investment Team: Monitor BWH Brokerage Account Daily: Regularly review and track activity in the BWH brokerageaccount to ensure accuracy and identify discrepancies or unusual transactions. Collaborate with MGB Investment Team: Work closely with the MGB Investment team to communicateportfolio needs and provide timely sell orders, ensuring alignment with investment strategies andobjectives. Accurately Calculate Values and Secure Documentation: Perform precise calculations of asset valuesand ensure that all necessary documentation is gathered and securely stored for audit purposes,maintaining compliance with regulatory standards. Prepare Monthly Detailed Reports: Compile and deliver comprehensive monthly reports to MGB and theSenior Director of Gift Administration, detailing account performance, transactions, and relevantupdates or changes in holdings. Track and Monitor Stock Transfers: Actively monitor and track unidentified or pending stocktransfers, collaborating with relevant teams to resolve issues and remain informed of transferstatuses, ensuring that all transactions are accurately recorded. Responsible for the weekly production of tribute letters by working closely with InformationServices, and various fundraising groups within the BWH Development Office. Letters follow aclearly defined process, and accuracy, timeliness, and strong attention to detail are criticalcomponents of success. * Maintain a high level of accuracy and integrity with all CRM data entry, including creating newrecords, maintaining current donor information, and merging records as needed. * Provide exceptional customer service to donors and professional, timely, and accurate responsesto internal and external requests for information relating to tributes, gift entry, andsolicitations. Advancing calls as needed. * Performs related duties to advance gift administration as requested. * Associate's degree * Minimum of three years banking and/or development experience * Prior financial transaction processing experience is required, with strong skills in handling cash, checks, and electronic payments * Excellent computer literacy and intermediate-level use of Microsoft Office Products, including Word and Excel * Proven experience with banking, bookkeeping, and cash-handling systems. Strong proficiency with general ledger management and computer software is essential * Fundraising experience and CRM software experience a strong plus * High attention to detail, with the ability to manage large volumes of data and ensure accuracy in all transactions * Ability to follow established procedures and policies, like adherence to banking and financial regulations * Skilled at handling multiple duties effectively in a fast-paced workplace * Clear and efficient communication with team members and various departments * Sensitivity, tact, diplomacy, and the ability to honor confidentiality is required The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.