• Acknowledgement Specialist and Gift Coordinator

    Job ID
    Regular Full-Time
    Fred Hutchinson Cancer Research Center
    Philanthropy and Fundraising
  • Overview

    Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer with minimal side effects. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first and largest cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.



    The Donor Information Services (DIS) team manages and analyzes an extensive donor/prospect database with 500,000 constituent and prospect records. The 21-member team helps maintain and strengthen Philanthropy’s infrastructure while stressing the importance of quality data collection and gift handling, outstanding prospect research and management, valuable analytics, innovative software integration and database integrity.

    The Acknowledgement Specialist and Gift Coordinator will execute and maintain automated acknowledgement workbooks developed to produce 40,000+ donor letters every fiscal year. This person will serve as the department liaison for acknowledgement letter updates as directed by specific Philanthropy programs (Annual Giving, Obliteride, Individual Giving, etc.). The Acknowledgement Specialist and Gift Coordinator will be well versed in Philanthropy gift coding and continuously aim to optimize current processes and procedures associated with DIS. 


    The Acknowledgement Specialist and Gift Coordinator reports to the Data Services and Analytics Manager


    • Execute, review, edit, print and send accurate tax acknowledgement letters in a timely manner aiming send out acknowledgements within 48 hours of receiving the donation.
    • Subject matter expert in gift coding and cash handling procedures in order to understand the acknowledgement process to assess future improvements.
    • Maintain automated acknowledgement workbooks (AGIV Acknowledgement and PGO Acknowledgement) for Annual Giving, Donor Engagement, Obliteride and Philanthropic Gift Officer (PGO) teams. Letters include:
      • 84 Annual Giving letters
      • 8 Donor Engagement letters
      • 12 Obliteride letters
      • 24 PGO letters
    • Updating letter templates and bookmarks as directed by Donor Engagement, Obliteride, Annual Giving and PGO programs.
    • Proofing and ensuring that donor information populated in mail-merged letters is accurate and configured correctly.
    • Responsible for editing and updating the donors Raiser’s Edge record if irregularities are found in letters to ensure moving forward acknowledgement letters are merged accurately.
    • Coordinating and routing letters for VP of Philanthropy signature
    • Maintaining an inventory of acknowledgement collateral
      • Accurately and systematically tracks inventory counts for letterhead, envelopes, remit envelopes, etc. for reordering and budgeting purposes
      • Work with vendors and purchasing for inventory replenishment
    • Communicating with appropriate teams and identify opportunities to improve the acknowledgement process
    • Work closely with Data Management and Documentation Coordinator to ensure Acknowledgement documentation and procedures are current.
    • Well-versed in Philanthropy gift coding that fosters better understanding of letter configuration to assist when troubleshooting letter or workbook issues.
    • Other duties as assigned


    Minimum Qualifications

    • Bachelor’s degree
    • Working knowledge of fundraising concepts, principles, procedures and techniques
    • Excellent editing, grammar and proofreading skills
    • Strong interpersonal and written communications skills to establish and maintain positive working relationships with various groups within Philanthropy
    • Ability to systematically understand workflow processes and suggest constructive improvements
    • Resourceful, self-directed and motivated with ability to handle multiple tasks and synthesize divergent information to improve processes
    • Ability to prioritize and adapt quickly to changing needs
    • Appreciates and embraces teamwork, new ideas and excited about new process improvements always striving to improve efficiencies.
    • Enjoys working in a team environment and has a proven record of positive contributions to the work of the team
    • Customer service oriented
    • Ability to work independently, multi task & prioritize workload
    • Performance driven with an understanding of how to work collaboratively with cross-functional teams

    Preferred Requirements/Experience

    • Writing and editing experience
    • Non-profit experience
    • Blackbaud product suite experience (Raiser’s Edge, Raiser’s Edge NXT, Luminate Online, etc.)

    Our Commitment to Diversity

    We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at escmail@fredhutch.org or by calling 206-667-4700.


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