General Summary :
The Associate Director of Advancement Services will play an integral role as a member of the Advancement Services team in University Advancement.
He / she will be responsible for coordinating activities relating to data and gift processing such as maintaining an integrated system of daily gift batches, producing gift receipts, individualized acknowledgement letters, and gift transaction reports in accordance with established procedures.
In addition, he / she will work on special projects assigned by the Senior Director of Advancement Services. The Associate Director will report directly to the Sr.
Director of Advancement Services and work closely with the Advancement Services and Finance area.
Examples of Duties :
Record pledge and gift transactions (i.e. stock, gift in kind, quid-pro quo and payroll deductions) on the Advance system and generate acknowledgement letters.
This also includes processing web, manual credit card, and digital wallet transactions.
Collaborate with the Director of Advancement Services and Finance team to ensure gift information is reflected accurately in the system.
Ensure that biographical and gift data is being recorded in a timely manner on the Advance system.
- Work closely with the Sr. Director of Information systems on projects related to the ADVANCE system including coordinating and ensuring accuracy of biographical data appends.
- Add new entity records to the database as needed, analyze information, and populate all appropriate data fields where information is available.
- Assist department staff with set-up of desktop / laptop and technology equipment. Ensure all department computers have the latest system updates and security patches.
- Maintain log of technology used by various department members.
- Identify and manage ongoing data clean-up projects.
- Utilize various research tools (i.e. Lexis / Nexis) to ensure that alumni biographical data is accurately reflected on the Advance system.
- Serve as back-up / secondary person for the Matching Gift Program and receivables. Maintain Matching Gift information and follow up with companies when necessary to obtain match.
- Analyze gifts to determine appropriate campaigns, allocations, appeals for each gift to be processed, select appropriate acknowledgement letter based on the above criteria and source of gift.
Produce gift receipts and individualized acknowledgement letters from all gifts received in a timely and accurate fashion.
- Assist Sr. Director of Advancement Services with technology needs of department staff including research and purchase of hardware and software.
- Perform administrative duties (i.e. enter requisitions in BuyWays, manage travel card for staff who have university one cards and process expense reimbursements, and enter personnel action forms in PeopleSoft).
- Perform other duties as assigned.
Qualifications :
Bachelor’s degree in management information systems, management, computer science or a closely related field and a minimum of one to three years of professional experience.
Preferred Qualifications :
- Experience working with relational databases in a higher education or non-profit environment.
- Experience working with Constituent Relations Management (CRM) software (i.e. ADVANCE).
- Experience working with SQL Languages and reporting tools preferred.
Knowledge, Skills and Abilities
- Knowledge of regulatory compliance with charitable gift accounting policies and reporting standards as outlined by Council for Aide to Education Guidelines (CASE) as well as GASB (Government Accounting Standards Board) and IRS preferred.
- Proficiency in Microsoft Office and other administrative software applications.
- Ability to prepare general reports, charts, graphs and tables.
- Ability to determine proper format and procedures for assembling items of information.
- Ability to work effectively as part of a team with both individuals from within and outside the university.
- Ability to exercise sound judgment.
- Strong oral and written communication skills.
- Ability to perform well under pressure, adapt to change and meet deadlines in a fast-paced environment.
- Ability to work independently as well as in a collaborative team environment.
- Ability to maintain confidentiality standards
- Strong attention to detail, with a critical degree of accuracy regarding data entry and analysis.
- Strong analytical skills including requirement analysis, solution design and problem solving.
- Strong commitment to customer service.
D. Supervision Received :
The Associate Director of Advancement Services reports to the Senior Director of Advancement Services.
E. Supervision Exercised :
Number of non-student employees directly supervised : 0
Number of non-student employees indirectly supervised : 0
Average number of student employees supervised at any given time : 1
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