Advancement Accountant

Knox College
Job Description

Knox College is a nationally ranked, private, residential liberal arts college of 1,300 undergraduate students located in Galesburg, Illinois. Founded in 1837 by social reformers strongly opposed to slavery, Knox was one of the first colleges in the United States open to all, regardless of race, gender, and financial means. With a campus population of remarkable diversity that includes students from 48 states and 51 countries, significant representation of first-generation college students, and substantial cultural and racial-ethnic diversity, Knox is a vibrant and creative community.

Essential Functions: 

  • Ensures adherence to legal (IRS), regulatory (FASB) and ethical (Council for Aid to Education and CASE) practices for recording and reporting gifts and pledges; 
  • Responsible for gift and pledge processing oversight and processes the most complex transactions; Provides guidance to gift processing team.  Responsible for proper documentation of all gifts
  • Manages matching gift process, including all verification and tracking.
  • Maintains pledge records, including entry oversight, write-off, and generating reminders.
  • Balance gift data to the Business Office general ledger and report to the Controller of the College; 
  • System administrator for merchant services, online giving & events forms, crowdfunding platforms, check scan system, and constituent email communications system; 
  • Generate and publish giving reports for Advancement staff and campus stakeholders; 
  • Maintains donor accounting tables within database, including all solicitations, designations, and campaigns; 
  • Updates constituent information within the database, including the constituent information tables.

Additional Responsibilities: 

  • Provide annual financial reporting to national fundraising organizations, other peer institutions and data for compensation/program cost surveys.  Fulfill requests for non-standard reports on gifts and pledges.  Provide financial and donor lists for internal advancement as well as external departments.
  • Serve as departmental liaison with external auditors.
  • Provide reconciliation and approval oversight for departmental staff credit card expenditures.
  • Reconcile, fulfill requests and audit departmental Petty Cash.
  • Prepare Advancement Fiscal Year Budget to mirror the budget approved by the Vice President of Advancement and CFO.  Review budget accounts every month for discrepancies and requests transfers.
  • Prepare year-end reports for tracking project expenses to income for department heads.
  • Coordinate all purchasing and invoice authorizations for the department. 
  • Works with other team members and departments to manage payroll deduction gift entry and senior challenge gift entry.


  • Bachelor’s degree in Accounting plus related recent experience, including hands-on experience with fund accounting, preferably in a not-for-profit organization. Associate degree in Accounting and recent related experience may substitute. 
  • Strong verbal and written communication skills, with a customer service orientation; the ability to read and comprehend complex correspondence, instructions, and legal documents such as trust agreements and wills; ability to write routine correspondence.
  • Ability to effectively articulate and convince co-workers that a particular course of action is the best and is an ethical solution to a conflict; 
  • Ability to solve problems involving several concrete variables in both standardized and unique situations; ability to design and implement data collection and analysis measures to answer routine and unusual questions and requests; 
  • Ability to apply understanding to carry out instructions furnished in written, oral, or diagram form; 
  • Strong knowledge of current accounting and financial reporting procedures, IRS regulations relating to gift deductions, and appropriate record-safeguarding and -keeping systems; 
  • Strong knowledge of computer operations, including ability to operate a personal computer and spreadsheet software; 
  • Proven ability to work independently and make decisions independently.

Please complete a Knox College employment application by going to the provided link:  Review of applications will begin right away. Finalists will be subject to a background check.

Knox College is a nationally ranked, private, residential liberal arts college of 1,300 students from 48 states and 51 countries. Founded in 1837 by social reformers strongly opposed to slavery, Knox was one of the first colleges in the United States open to all, regardless of race, gender, or financial means. The College recruits a national and international pool of high ability students and stands out among its peers for the inclusion of first-generation, international, and students of color, in a culturally rich and vibrant campus community.

For more information about Knox College, visit

Notice of Non-Discrimination 
Knox College does not discriminate on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. Any inquiries regarding Title IX or the College’s policies that prohibit discrimination should be directed to the Title IX Coordinator or the Department of Education Office for Civil Rights. 

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