Development Associate for Gift Recording

Full Time, Exempt (12 months)

 

Reports to: Chief Advancement Officer

 

William Penn Charter School is a Quaker, all-gender, PK-12 independent, day school in the East Falls neighborhood of Philadelphia. Established in 1689 by William Penn and members of the Religious Society of Friends, Penn Charter is a community guided by Quaker testimonies and the central belief that there is "that of God" in every person. A school community that honors difference, Penn Charter seeks to be a place where diversity is understood, represented and valued. Our curriculum embraces a plurality of cultures and celebrates an array of voices, instilling in us a deeper understanding of and empathy for individuals in this community and the world.

 

As our mission states, we value scholarship and inquiry. With excellence as our standard, we challenge students in a vigorous program of academics, arts and athletics. Through global connections, civic engagement and a focus on environmental sustainability, we inspire students to be thinkers, collaborators, innovators and leaders. We educate students to live lives that make a difference.

Position Summary

The Development Associate for Gift Recording is responsible for the accurate, timely, and thorough processing of all charitable contributions to Penn Charter. This role ensures the integrity of donor and financial data, supports donor stewardship, and collaborates with both the Advancement and Business Offices to maintain strong internal controls. As a key member of the Advancement team, the Development Associate contributes to the success of the fundraising program and the school’s culture of philanthropy.

Key Responsibilities

Gift Processing and Data Integrity

• Process and enter all gifts, pledges, recurring donations, and gifts-in-kind across all channels (check, credit card, online, wire/stock transfer, payroll deduction).
• Manage EITC/OSTC grant reporting; assist the Director of Development in donor cultivation and stewardship.
• Manage corporate matching gift program; act as liaison between donors and corporations; maintain accurate matching gift records.
• Work closely with the Business Office to prepare deposits, transmit stock/wire documentation, and reconcile all gift transactions.
• Coordinate with Penn Charter’s brokerage partners (RBC and Merrill Lynch) to track and confirm securities gifts.
• Ensure accuracy of donor records by researching and updating constituent data; partner with the Database Manager to maintain new parent and OPC records.

Reporting and Stewardship

• Generate and distribute regular batch reports to the Development Office and Head of School.
• Prepare acknowledgement letters and receipts, with a target turnaround of 10 business days or fewer; maintain electronic filing of acknowledgements.
• Produce pledge reminders for capital and annual giving campaigns.
• Oversee preparation of Report of Gifts lists and support related publications.
• Support annual audit process by preparing/gathering documentation and reports.

Advancement Support

• Provide event support (registration, logistics, and staffing as needed).
• Contribute to Advancement team projects and cross-departmental initiatives as assigned.

Position Requirements

• Bachelor’s degree or equivalent professional experience.
• 2–3 years of experience in gift processing, accounting, data entry, or database management (preferably in nonprofit or educational settings).
• Strong attention to detail, accuracy, and data integrity.
• Experience with donor database systems (Raiser’s Edge, Blackbaud NXT, or similar).
• Proficiency with Microsoft Office and/or Google Suite (especially Excel/Google Sheets) and comfort with financial reconciliation processes.
• Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.
• Strong interpersonal and written communication skills.
• Ability to work occasional evenings/weekends for events
• Enthusiasm for the mission and values of Penn Charter, and a collaborative, team-oriented mindset

Physical Demands

• Intermittent or prolonged periods of sitting and standing
• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions
  
  

Salary and benefits

William Penn Charter School offers a competitive salary and benefits package, which includes comprehensive healthcare coverage for employees and their eligible dependents, retirement contributions, and tuition remission. William Penn Charter School is also a Public Service Loan Forgiveness Program qualified employer.

 

We will review application materials immediately upon submission and interview candidates until the position has been filled. 

 

William Penn Charter School provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.