Donor Acknowledgement and Operations Specialist, University Advancement

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Job Description Summary

Coordinates the production of acknowledgment letters on behalf of the University President and Senior Vice President for University Advancement and assists with the administrative preparation of legal fund agreements. The Specialist manages the end-to-end physical and digital logistics of the acknowledgment pipeline and serves as a mission-driven partner within the advancement team to ensure timely and accurate donor stewardship. They will work in close daily collaboration with the Commitment Communications Writer to align writing styles tone and templates that reflect Wake Forests gratitude to its donors.

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

*Applications for this position will be accepted through 11:59 PM EST on August 15 2026

Job Description

Essential Functions:

• Evaluates donor records to select customize and author appropriate acknowledgment letters on behalf of the President and Senior Vice President ensuring the tone aligns with the donors historical relationship with the University
• Analyzes donor intent and evaluates background documentation to assist the Director and Commitment Communications Writer in the structural development and legal review of current use and endowed fund agreements.
• Develops content and processes associated with each activity ensuring timely and appropriate response to commitments made by donors.
• Works collaboratively with development officers to determine donor intent and restrictions on leadership level contributions and commitments.
• Develops content for templates (for standard acknowledgement letters for various gift types and legal agreements). Updates quarterly or more frequently as needed.
• Provides editing and proofreading expertise.
• Generates list of daily letters to be written. Generates letters in a timely manner to acknowledge donors.
• Directs the workflow and audits the completion of the acknowledgment pipeline; reviews all final documents for accuracy and policy compliance before authorizing signatures and distribution.
• Manages the signature collection process in coordination with the Offices of the President and Senior Vice President overseeing the final fulfillment and distribution of acknowledgment letters.
• Tracks the progress of letters through the signature pipeline (e.g. via DocuSign or physical folders) to ensure timelines are met.
• Facilitates the finalization of gift agreements and distributes final copies to the appropriate parties.
• Maintains and orders the specialized stationery envelopes and mailing supplies required for executive-level acknowledgement correspondence.
• Partners with gift processing teams to pull and organize the daily acknowledgement lists.
• Serves as a backup to the Commitment Communications Writer during high-volume periods (such as calendar year-end) by drafting standard template-based acknowledgment letters.
• Get excited about the prospect of joining a team that is making a difference in peoples lives every day.

• Have high standards for your work and are proud to contribute to a mission-driven organization.

Required Education Knowledge Skills Abilities:

• Bachelors Degree.
• Ability to accurately apply appropriate messaging templates based on the donors relationship with Wake Forest.
• Excellent writing skills required; thorough understanding of tone grammar and University style and standards.
• High level of analytical skill editorial judgment and critical thinking required to interpret complex donor intent.
• Ability to manage multiple projects concurrently.
• Familiarity with higher education fundraising.
• Familiarity with legal writing style.
• Ability to take initiative and think creatively.
• Strong work ethic and a commitment to high performance.
• Strong computer skills essential.
• Ability to handle confidential information.
• Ability to work in a team environment.
• Proficiency in MS Office including Word and Excel; other relevant software and programs. Familiarity with Google Drive and DocuSign.
• Ability to work occasional evenings and weekends.
• Respect for the dignity and abilities of all people.

Accountabilities:

• Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists hands and/or fingers; and assessing the accuracy neatness and thoroughness of the work assigned. No adverse environmental conditions expected.

Additional Job Description

Time Type Requirement

Full time

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race color religion national origin sex age sexual orientation gender identity and expression genetic information disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process please contact or .