Coordinator, Gift Administration

Job Description

The Dallas Arboretum and Botanical Garden seeks a Coordinator of Gift Administration to ensure the accurate processing, recording, reconciliation, and reporting of all philanthropic revenue. Reporting to the Director, Development Operations, this role maintains the integrity of donor data in Raiser’s Edge NXT, supports financial reconciliation with Finance, and ensures compliance with IRS regulations and institutional policies.

This position plays a critical role in sustaining the systems that support philanthropy and advance the Arboretum’s mission of excellence, engagement, environment, and experience.

About Us

The Dallas Arboretum and Botanical Garden supports equal opportunity and accessibility for all and promotes a safe and engaging experience that welcomes all to enjoy. We seek to inspire and engage people of all backgrounds by creating a positive and impactful experience.

The Arboretum has been listed among the top arboretums in the world and the number of honors is so extensive it is listed on our website. The Dallas Arboretum is proud to offer the public an array of popular annual events, educational programs for children and adults, and an emphasis on family-oriented activities. Ground-breaking horticultural research conducted in our Trial Gardens continues to contribute to an important body of knowledge, both regionally and nationally.

Located on the shores of White Rock Lake, the Arboretum’s 66 acres include a complete life science laboratory with endless potential for discovery. For more information, please check out our website at https://www.dallasarboretum.org

Duties & Responsibilities

Gift Processing & Revenue Coordination
• Process and batch all gifts, pledges, sponsorships, memberships, and payments in Raiser’s Edge NXT.
• Ensure compliance with IRS regulations, AFP guidelines, and internal gift acceptance and naming policies.
• Manage matching gifts, recurring gifts, pledge schedules, and installment reminders.
• Coordinate centralized intake of philanthropic revenue to ensure accuracy and timeliness across departments.
• Reconcile gift activity with Finance and support month-end and audit reporting.
• Maintain strict confidentiality of donor and financial information.

Acknowledgment & Stewardship Support
• Generate and distribute acknowledgment letters, tax receipts, and recognition listings.
• Maintain acknowledgment templates and ensure accurate personalization.
• Partner with Development and Finance to ensure consistent donor recognition across platforms and events.

Database Management & Reporting
• Maintain data integrity, coding standards, and record accuracy within Raiser’s Edge NXT.
• Conduct routine audits and quality control reviews of donor and membership records.
• Produce standard and ad hoc reports for Development, Membership, and Finance.
• Troubleshoot database processes and integrations in coordination with IT and Finance.
• Provide guidance to Advancement staff on data entry protocols and reporting standards.

Compliance & Policy Support
• Ensure all receipting, documentation, and reporting meet current IRS and audit standards.
• Assist in updating and implementing gift administration and data policies.
• Support annual audit preparation and contributed revenue documentation.
• Maintain proper documentation and record retention in accordance with institutional policy.

Cross-Department Collaboration
• Serve as a primary liaison between Advancement and Finance for gift reporting and reconciliation.
• Respond to internal and external inquiries regarding gift documentation and status.
• Promote a culture of accuracy, accountability, and service across the organization.

Education and Experience

Education & Experience
• Bachelor’s degree required; business, accounting, or nonprofit administration preferred.
• Minimum three years’ experience in gift administration, advancement operations, or nonprofit accounting.
• Proficiency in Raiser’s Edge NXT (or comparable CRM), Microsoft Office, and financial reconciliation.
• Experience partnering with Finance or Accounting teams preferred.

Skills & Attributes
• Exceptional attention to detail and accuracy.
• Strong analytical and organizational skills.
• Ability to manage multiple deadlines with consistency.
• Clear written and verbal communication skills.
• Integrity and discretion with sensitive information.
• Collaborative, solution-oriented mindset.

Work Environment
• Occasional evening or weekend work may be required during peak giving or audit cycles.
• Ability to pass all pre-employment testing, including a criminal background check and drug screening

Additional Information

To help you stay energized, engaged, and inspired, we offer a wide range of benefits including comprehensive healthcare, a 401K, and Paid Time Off (PTO).
The mission of the Dallas Arboretum and Botanical Garden is to be a garden for all that enriches lives through beauty, learning, and connection. We are a world-class sanctuary where people and plants flourish in the natural environment.
The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.

Application Instructions

Officially apply here: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=39c36789-b8b3-4457-b596-d2cceb167d33&ccId=19000101_000001&type=MP&lang=en_US