Job Summary

The Gifts and Records Analyst performs administrative, analytical, and technical duties to ensure the holistic integrity, accuracy, and compliance of the University’s philanthropic gift processing and constituent records lifecycle. This role transforms raw transactional data into high-quality, auditable institutional data assets that underpin fundraising, financial reporting, and philanthropic productivity outcomes.

The incumbent is responsible for evaluating, interpreting, and processing diverse charitable contributions in alignment with IRS regulations, Council for Advancement and Support of Education (CASE) Reporting Standards, Association of Advancement Services Professionals (AASP) best practices, and CSU system policies. Serving as a key operational analyst, the position collaborates across cross-functional teams, troubleshoots CRM system workflows, executes data quality audits, and acts as a professional, service-oriented liaison to internal and external campus stakeholders.

Key Responsibilities

• Evaluate, interpret, and accurately record standard and complex philanthropic contributions (including but not limited to checks, online gifts, stock transfers, corporate matching funds, pledges, grants, planned gifts, DAFs, cryptocurrency, and cash into the division’s CRM system of record
• Review legal documentation, gift agreements, and donor correspondence to verify, code, and execute donor intent while strictly complying with CASE standards, IRS guidelines, and CSU auxiliary policies
• Support the Director and Tower Foundation Finance team to monitor, track, and perform regular systemic financial reconciliations between CRM gift data, online giving platforms, and University and Foundation accounts
• Organize documentation to support internal controls and maintain total audit readiness for the annual foundation audit
• Monitor and act on matching gifts and gifts-in-kind (GIKs), verifying eligibility guidelines and observing cross-departmental approvals prior to formal University acceptance
• Optimize the data lifecycle of constituent records by updating biological, relational, employment, and demographic attributes for alumni, donors, and prospects
• Conduct routine data audits and quality assurance (QA) checks to proactively identify, isolate, and resolve duplicates, incomplete tracking records, or systemic data anomalies
• Collaborate on the development, refinement, and maintenance of Standard Operating Procedures (SOPs) for gift administration and record handling to preserve institutional knowledge and enforce consistent data entry protocols
• Observe and follow strict data governance protocols to safeguard constituent data privacy, security, and confidentiality in compliance with FERPA, PCI-DSS, and university regulations
• Serve as a reliable subject matter expert and operational point of contact for gift and records inquiries originating from front-line fundraisers, academic units, financial aid, and auxiliary staff
• Support day-to-day CRM and gift platform business processes, troubleshoot technical system issues, and provide diagnostic feedback to Advancement IT team regarding required system enhancements or automation opportunities

Knowledge, Skills & Abilities

• Ability to communicate with constituents in a professional and respectful manner
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices
• Knowledge of, or ability to quickly learn, charitable giving policies, counting rules, and regulations set by the IRS, CASE Reporting Standards, AASP, and CSU Chancellor’s Office guidelines
• Proficiency with complex, relational advancement CRM databases (e.g., Salesforce, Blackbaud, Ellucian, Advance, or Affinaquest) and standard enterprise office suites (Microsoft Office, Google Workspace)
• Strong quantitative and analytical ability to review data, identify operational trends, isolate data inconsistencies, and implement sound corrective strategies
• Excellent verbal and written communication skills; ability to explain IRS rules and regulations, historical precedence and technical guidelines clearly to non-technical stakeholders, donors, and university personnel
• Ability to self-manage multiple competing deadlines, adapt calmly within a dynamic environment, and independently organize workflows to hit operational milestones
• Mastery of attention to detail with a proven track record of maintaining strict accuracy while performing complex work in a fast-paced environment

Required Qualifications

• A bachelor's degree and/or equivalent training
• Two years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Preferred Qualifications

• Two to five (2-5) years of direct experience in advancement services, higher education fundraising operations, or public non-profit gift administration
• Experience with fund accounting, budget reconciliation, or financial tracking (preferably within non-profit or higher education settings)
• Experience working within the California State University system or a large public higher education auxiliary/foundation environment

Compensation

Classification: Administrative Analyst/Specialist – Exempt I
Anticipated Hiring Range: $5,709/month - $5,940/month (Step 5 – Step 7)
CSU Salary Range: $/month - $/month (Step 1 – Step 20)

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: October 21, 2026 through November 4, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

People and Culture
jobs@sjsu.edu

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.