Gifts & Records Specialist and Budget Administrator

Date Posted: 08/04/2022
Type/Department:Staff in College Advancement
Search Status:Position Filled
Apply Now:Currently we are not accepting resumes for this position.

Hampshire College

Department:  College Advancement      

Job Title: Gifts & Records Specialist and Budget Administrator

Position Type: Full Time

Schedule: 35 Hours a week

Pay Range/ Status: $23.50 - $25.50 Hour / Non-Exempt

Location: Hampshire College Campus in Amherst, MA

Reports to: Assistant Director of Advancement Services

Anticipated Start Date: September 19, 2022


Hampshire College, an independent, innovative liberal arts institution and member of the Five College consortium, is located on a beautiful rural campus in Amherst, Massachusetts. We provide residential undergraduate education to nearly 600 students. Each department at Hampshire College contributes to the collaborative culture of the organization and plays an important role in the success of the College. The mission of the college advancement team is to build and sustain positive relationships across multiple constituencies and to engage robust philanthropic support from many different sources in order to realize fully the academic mission and potential of Hampshire College. As part of the advancement team, you will be instrumental in the department achieving its mission and goals!


The gifts & records specialist and budget administrator manages all aspects of gift accounting, records management, and budget management.  This position builds collaborative relationships with the business office, developing policies and documenting procedures to ensure that all gifts and pledges to Hampshire College are recorded, receipted, tracked, and reported in compliance with IRS and accounting guidelines; and that all budget expenditures follow Hampshire’s internal auditing procedures as well as accounting standards. This position also maintains the College’s fundraising database by entering and editing information about alums, parents and friends of the College.


The successful candidate needs to be extremely detailed oriented: entry processes are often complicated with many specific steps, and accuracy is essential. The records work includes reviewing correspondence to independently determine what information should be updated; researching those individuals whose mail has been returned; running reports to test accuracy of data; and ensuring that proper data standards are updated in the Core Process Manual. This positon is also responsible for training new users on processing data accurately.

The successful candidate will have knowledge of financial accounting systems and bookkeeping processes.  Familiarity with IRS regulations regarding charitable giving, particularly those related to a higher education setting is preferred. Candidate should have experience with computers within a professional environment; familiarity with a PC platform is preferred, as is proficiency with Word, Excel, Access and the ability to learn other relational database programs. This position requires strong organizational and communication skills; aptitude to manage multiple tasks; and ability to maintain confidentiality of college and donor information and data. A commitment to working with people from diverse backgrounds is essential. Must be passionate about working in an organization that values and promotes diversity, equity, inclusion and anti-racism. Demonstrates and supports a culture of diversity, equity and inclusion.


  • Two-year college degree or equivalent
  • Minimum of two years’ experience with relational databases and bookkeeping, including both the inputting and maintenance of data and the generation of reports.

Alternatives to formal education and paid work experience may be considered as equivalent qualifications to include military service/training, volunteering, activism, and other non-traditional programs and experiences related to the position.


Hampshire College offers an excellent benefits program for eligible employees such as medical, dental, vision, life insurance, generous retirement plan contributions, flexible leave plans, and many other fringe benefits. For information on Hampshire College, including more information on employee benefits and our company culture, visit our website at


Hampshire College is an equal opportunity employer and deeply committed to a community of excellence, equity, diversity, and inclusion. We are particularly committed to revealing and combating the social and institutional structures that support racism and white supremacy in all phases of employment and college life. We believe that the educational and employment environment is enhanced when diverse groups of people with diverse ideas come together to work and grow. We encourage applications from women, underrepresented minorities, persons with disabilities, sexual minority groups, veterans, and other candidates who will contribute to the diversification and enrichment of ideas and perspectives. Hampshire College is committed to removing barriers to employment faced by equity-seeking groups and encourages (but does not require) members of these groups to self-identify in their application materials. Applicants whose work incorporates a global perspective and a demonstrated commitment to issues of diversity in the work environment are particularly encouraged to apply.


Please submit your cover letter, resume and names/phone numbers of three professional references via our website at

Review of applications will begin on August 15, 2022 and will continue until the position is filled. 

Hampshire College is an equal opportunity institution, committed to diversity and inclusion in education and employment.