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Gifts and Data Processing Coordinator

Mosaic Health SystemSaint Joseph🇺🇸United States

Quick overview

SeniorityMid Senior
Work modeHybrid
LocationSaint Joseph, United States
Microsoft ExcelAuditingCRMComplianceData EntryHIPAAInternal ControlsPayrollReconciliationSalesforce

Job description

The Gift and Data Processing Coordinator is responsible for the day-to-day processing and maintenance of donor and gift data. Key functions include entering and updating gifts and constituent records, ensuring data accuracy, supporting daily deposits and reconciliations and maintaining organized records. The Gift and Data Processing Coordinator will work closely with Mosaic Health System’s philanthropy offices and accounting/finance staff to ensure transactions are recorded correctly, receipts are issued in a timely manner, and data is readily accessible to support fundraising operations.

  • Accurately record gifts using supporting documentation to determine donor intent to include all details, fund allocation, program coding and pledge schedules
  • Maintain, optimize and ensure the integrity of the CRM donor database system (Blackbaud Raiser’s Edge NXT), including running reports, overseeing dashboards, conducting audit confirmations and supporting data quality initiatives
  • Prepare daily gift deposits and assist with reconciliation processes as needed
  • Import careGIVER voluntary payroll deductions into Raiser’s Edge
  • Produce quarterly fund balance memos, merging most current data and emailing individual reports to designated fund account representatives
  • Train staff on data entry policies, procedures, and protocols; update related documentation and training materials
  • Serve as a frontline resource for inquiries related to making gifts and coordinate with accounting/finance on fund setup and transfers
  • Investigate and resolve fund-related issues
  • Ensure all gift batches and pledge documentation are filed, complete, and easily retrievable
  • Support development staff with transaction processing, mailing lists and produce periodic fundraising reports
  • Generate gift receipts and acknowledgments and manage pledge reminders and outstanding pledges
  • Prepare end-of-year tax letters (through Raiser’s Edge)
  • Working knowledge of healthcare philanthropy gift processing standards, including pledges, soft credits, tribute gifts, matching gifts, and restricted funds
  • Familiarity with HIPAA considerations as they relate to grateful patient programs and data handling
  • Basic understanding of accounting principles, including reconciliation, fund tracking, and audit support
  • Perform additional duties as assigned

    • Education

    • Associate's Degree - business finance, healthcare administration, or related field - Required
    • Bachelor's Degree - business, finance, healthcare administration, or related field - Preferred


    Work Experience

    • Relevant experience accepted in lieu of Associate's degree.
    • 2-5+ Years - in gift processing, healthcare philanthropy operations, finance, or data management - Required
    • Direct experience with a constituent relationship management (CRM) donor database system (e.g., Blackbaud Raiser’s Edge NXT, Salesforce) - Required
    • Healthcare foundation experience - Preferred
    • Experience working cross-functionally with accounting/finance teams on gift posting and fund transfers - Preferred
    • Exposure to audit processes, compliance standards, and internal controls - Preferred

    Licenses and Certifications

    Travel Requirements

    • If work requires in-person needs at Mosaic Medical Center – Maryville, Mosaic Medical Center – Albany, or for any offsite vendor relations.
  • Exceptional attention to detail and accuracy, particularly in high-volume transactional environments
  • Strong data integrity mindset, including auditing, validation, and ongoing database hygiene
  • Advanced proficiency in Excel (e.g., sorting, filtering, pivot tables) and comfort working with large datasets
  • Ability to manage daily gift processing deadlines (e.g., deposits, receipting, batch entry) with consistency and timeliness
  • Strong organizational and workflow management skills in a deadline-driven environment
  • Ability to identify and resolve discrepancies across donor records, gift entries, and financial reports
  • Clear and professional communication skills to coordinate with development staff, accounting/finance, and clinical partners
  • High level of discretion and ability to manage sensitive donor and patient-related information
  • Process-driven with the ability to follow established procedures while identifying opportunities for efficiency and improvement
  • Service-oriented mindset with responsiveness to stakeholders (e.g., development staff, accounting/finance, leadership)

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