Gift Entry and Donor Records Specialist (Part-Time)


Carlow University invites applications for the position of Gift Entry and Donor Records Specialist (Part-Time). This individual manage daily deposits to the Business Office for the Office of University Advancement, including processing daily batches of contributions and event registration fees in the University's Raiser's Edge database, the production of gift receipts and individualized acknowledgement letters in accordance with the departments' 48-hour turnaround policy, and management of donor electronic and paper filing. Assist with maintaining data integrity, adding new data to the database, conducting data analysis and reporting. 



  • Collect daily donations and event registrations received by Advancement, the Business Office, the Campus School and other University departments. Manage a daily log of gifts, payments, pledges, pledge payments and other contributions to the University.
  • Sort and process daily gift batches of donations and payments into the University Advancement's Raiser's Edge database. Analyze gifts to determine appropriate campaigns, funds, appeals and solicitor for each gift to be processed. Prepare a daily gift deposit to the Business Office.
  • Produce daily gift receipts and individualized acknowledgement letters in accordance with University Advancement's 48-hour turn-around acknowledgement policy.
  • Organize, coordinate and maintain the integrity of a hardcopy and electronic filing system for all gift entry related backup, including copies of contributions, gift backup, acknowledgement letters, batch posting reports and/or other gift entry control reports.
  • Manage the monthly pledge reminder process, and coordinate follow-up for past-due pledges via the prospect's assigned gift officer.
  • Produce various reports pertaining to the gift-entry process. Collaborate with the Business Office to manage and perform gift adjustments as needed. Reconcile contributions monthly with the Business Office.
  • Maintain a gift-entry manual, and maintain documentation for all gift-entry related procedures. 
  • Generate reports for Alumni Engagement events and activities, including tracking event attendance and sponsorships, preparing registration lists, preparing name tags, etc.
  • Assist the Director of Advancement Data Services in maintaining the integrity of biographical and other prospect information in the University Advancement database. Add new constituent records to the database as needed. Analyze information and populate appropriate data fields where information is available.
  • Receive, sort and distribute daily mail for the Advancement department. 
  • Demonstrate and reflect an understanding of and commitment to the mission and core values of Carlow University and the Sisters of Mercy.  



  • Associate Degree or 2-3 years of database experience in a professional office setting is required.
  • Bachelor's Degree preferred
  • Experience in a higher education environment is preferred.

Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat other with dignity and respect, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and processional obligations.

Send cover letter and resume to

Carlow University is an Equal Opportunity/Affirmative Action Employer. We strive for a campus that reflects our urban setting and is inclusive of underrepresented groups to enhance our University community.

Full/Part/FT&PT: Part-time
Department: University Advancement
Contact Name/Title: Search Committee
Contact Address: Carlow University 3333 Fifth Avenue Pittsburgh, PA 15213
Contact Email Address: