Quality Assurance Associate

POSTED: April 17, 2019

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time/Non-Exempt/Op Tech

START DATE: Immediate Availability

Essential Functions:

  • Prepare, audit and distribute all official gift tax receipts per departmental standards and donor preferences.
  • Manage the matching gift process.
  • Perform Gift Processing quality assurance review.
  • Prepare current monthly pledge reminders and past due reminders.
  • Daily scan gift checks and backup documentation into workflow software and route to Gift and Data Services Associates.
  • Enter biographical updates in the Development database.

Additional Responsibilities

Matching Gifts

  • Certify paper and online after the fact matching gift request.
  • Scan certified matching forms and online claims into workflow software.
  • Prepare, audit and scan matching gifts into workflow software, route to Gift and Data Services Associates.
  • Monthly review zero matching claim report and notify donors who appear to work for a matching company and have not arranged to have their gift matched.
  • Update matching information in development database by adding or removing matching claims, employment information and matching policy information.
  • Enter matching gifts in Advance database.
  • Communicate with donors, fundraisers and company representative to resolve issues related to matching gifts.
  • Work with HEP Development to keep matching policies current and the online inquiry screen functional.

Gift Receipting

  • Audit tax receipts for accuracy, print and distribute daily per standard methods or stated donor preferences.
  • Yearly prepare, audit, print and distribute annual tax receipts.
  • Prepare, audit and print Security valuation letters and tax receipts.
  • Process replacement tax receipts upon request.
  • Prepare administrative letters and emails for Director, Associate and Assistant Director.
  • Prepare In Honor of and In Memory of correspondence.
  • Prepare and distribute Donor Advised postcard acknowledgements.
  • Retrieve, open, date stamp and distribute daily mail for Donor Services.
  • Scan and index administrative letters to imaging system for future reference.
  • Scan gift backup documentation into workflow software, route to Gift and Data Services Associates.

Pledge Reminder Process

  • Request report of current monthly pledge statements, audit for accuracy.
  • Review monthly past due pledge report, request system corrections as needed, prepare and distribute past due reminders.
  • Enter contact reports in Advance.
  • Prepare pledge write-off forms and route for approval.

Quality Assurance

  • Perform quality assurance review of gift and pledge batches.
  • Identify data entry errors; work with supervisor to correct errors prior to daily posting of gifts and pledges in development database.
  • Daily scan all checks to the bank for deposit.
  • Review system audit reports monthly and work with various supervisors to correct post processing errors.
  • Setup new allocations in Advance database.
  • Daily review and research declined credit card transactions; communicate with donors and update credit card information in iModules.

Biographical, Gift Acknowledgment Email

  • Monitor Gift Acknowledgment email account responding to incoming request or route to appropriate UDO staff member.
  • Monitor Solicitation Coding inbox, code special handling request in Advance database.
  • Enter various biographical updates in Development database.
  • Assist with special biographical projects.

Knowledge, Skills and Abilities:

  • Personal computer and related software skills necessary.
  • Ability to create mail merges.
  • Excellent customer service orientation.
  • Strong organization skills and attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to use good judgment, diplomacy, maintain confidentiality.
  • Ability to work well with others in a team environment with minimal supervision. 
  • Regular and reliable attendance are requirements of this position. 


  • High school diploma/GED required.
  • A minimum of three years of clerical and data entry experience required.
  • Experience in assisting customer or constituent relationships through excellent written and verbal communication.
  • Experience with matching gifts or comparable experience preferred.
  • Understanding of gift processing preferred.

Application Instructions: 

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org by Friday, May 10, 2019. 

A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation does not accept resumes from third-party recruiters.

Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.


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