Gift Processing Manager

JOB TITLE: Gift Processing Manager - Full time 

 

DEPARTMENT: Development Department 

 

FLSA STATUS: Exempt 

 

JOB SUMMARY:  

 

The Gift Processing Manager is an integral team member who assists in ensuring the Chicago History Museum’s database of record, Altru, is a model of accuracy and consistency. The Gift Processing Manager’s primary responsibility is to provide accurate and timely entry of gifts, memberships, and donor information into Altru, in accordance with written accounting procedures, the donor bill of rights, and best practices of the Museum. The Gift Processing Manager ensures timely donor recognition through processing acknowledgement/tax-receipt letters and executes monthly reconciliation with the Finance and Accounting Department. This position offers the opportunity to further develop writing and reporting skills, data processing skills, and data analytic skills. 

 

 

ESSENTIAL FUNCTIONS: 

 

• Enter gifts, pledges, and memberships into the database of record. 
• Generate batch commitment reports.
• Copy, scan, and save gift documentation.
• Upload gift documentation to gift records.
• Create and update constituent records, maintaining accurate demographic and biographic data.
• Enter and track donor recognition preferences.
• Performs financial and related adjustments on gift records.
• Complete matching gift applications and donor-based gift acknowledgment forms.
• Contact donors and members regarding gift record needs (e.g., credit card issues, written pledge/gift confirmation, etc.).
• Generates weekly gifts report.
• Write copy for, update, and process donor acknowledgement letters, ensuring donors receive timely recognition.
• Generate donor invoices and pledge reminders.
• Conduct monthly reconciliation process, in collaboration with the Finance and Accounting Department.
• Ability to lift, carry, and otherwise move objects weighing 20 lbs.

 

 

OTHER DUTIES: 

• Assists with Development and Membership events and projects.
• Performs other duties as assigned.

 

 

REPORTS TO: Director of Development 

 

WORKING RELATIONSHIPS:  

The Gift Processing Manager for the Development Department works as part of a team consisting of the Vice President of External Engagement and Development, Director of Development, Major Gifts Officer, Institutional Giving Officer, Member Relations Manager, Development Operations Manager, Development Events Manager, and Development Coordinator. They work together to fulfill the goals, objectives, and metrics of the department, to build relationships with members, prospects, and donors to raise funds for the Museum’s general operating needs, exhibitions, collections, and other special projects and initiatives. The Gift Processing Manager will have regular interaction with Finance and Accounting Department staff and other colleagues across the Museum, acting as a resource and contact to deliver quality service to all members and donors.  

 

QUALIFICATIONS: 

• High School Diploma or equivalent required; bachelor’s degree preferred
• Two-Three years of experience using a CRM, preferably Altru
• Ability to work autonomously and as part of a team
• Ability to work with diverse departments and professionals
• Excellent attention to detail
• Strong organizational and time management skills
• Ability to execute multiple deadline-driven projects
• Excellent oral and written communication skills
• Advanced proficiency in Microsoft Word and Excel
• Desire to contribute to and promote a positive culture and collegial atmosphere
• Commitment to the mission, core values, and programs of the Chicago History Museum

 

CHM MISSION 

 

Serves as the primary destination for learning, inspiration, and civic engagement, connecting people to Chicago’s history and each other. 

 

CHM CORE VALUES 

 

Collaboration: We honor all lived experiences, skills, and goals, weaving them into our work to collectively share stories of history and culture. 

 

Integrity: We conduct all business and build internal and external relationships on the foundation of honesty, camaraderie, and professional fellowship.  

 

Respect: We listen to understand, and we affirm other people’s perspectives and contributions. We show up for others and treat them as they want to be treated.  

 

Curiosity: We invite questions and celebrate investigation, encouraging meaningful connections with history and a sense of wonder about our complex city.  

 

Innovation: We anticipate the need to adapt and evolve, embracing new ideas that will propel the Museum to increased success.  

 

Service: We actively cultivate a responsive and supportive culture where all people are valued and respected. 

 

 

 

 

This job description is not intended to be an express or implied contract between CHM and any employee. CHM employees are employees at will. CHM reserves the right to change or assign other duties to this position as necessary to meet changing business needs. CHM is an equal opportunity employer.