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 Assistant Director of Advancement Services, Gift Processing & Donor Acknowledgements

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Job DescriptionReporting relationships:

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements reports directly to the Director of Advancement Services, but maintains close working relationships with other Advancement Services and Development Office staff, and school based Development Officers.

Basic description of responsibilities:

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements performs a variety of general and specific office functions of a responsible and complex nature centering around activities of Advancement Services. This requires an advanced knowledge of all Advancement Service functions and in areas of direct responsibility.

A thorough and complete knowledge of all aspects of gift and pledge processing, acknowledgments, and gift publicity procedures will be required.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements will need to review, explain and interpret policies and procedures on all aspects of gift and pledge processing, supervise staff and students who enter gifts, pledges, and related information, and ensure the accuracy and promptness of data entry.

The ability to edit and check the work or others, and work with large sums of money in a high volume data processing environment is critical. Reconciliations of the gift and pledge data in the University fund raising system to the Foundation’s accounting system, and the University’s accounting system will also be required.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements will also be expected to assist in data entry during high volume periods.

A comprehensive knowledge of all aspects of the prospect management system, including the ability to interpret and explain policies and procedures, and accurately enter information on donors and prospects on a timely basis is also required.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements will do on-line, and hard copy searches using various sources of publicly available information, in the tracing of lost addresses and phone numbers, and in updating other biographical and prospect information.

The development and setting up of a central filing system to store and maintain information on University constituents will also be a responsibility of this position.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements, will also help develop, maintain, and update a dynamic list of policies, procedures, and regulations related to the use and maintenance of the University’s fund raising database, under the guidance of the Director of Advancement Services.

These policies will encompass the gift, pledge, biographical, prospect management, and other related areas. Training manuals and documentation for fund raising systems support may also be developed and maintained.

Advancement Services is highly computerized. An intermediate knowledge and experience in the use of various complex computer systems and proficiency with a wide range of software will be especially important for the Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements to function at the highest level of efficiency and effectiveness.

Responsibilities are frequently public in nature. The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements must possess exemplary interpersonal skills, and be able to interact with staff and management throughout the University, and external University constituents, in a prompt and professional manner, on a wide variety of development and advancement related issues.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements must also be able to assist the Director of Advancement Services to coordinate the functions of Advancement Services with other clerical and professional staff in the Office of University Development, and in other University departments. Most interactions outside of Office of University Development will be with the Foundation and school based development officers and related support personnel.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements will be responsible for supervising and coordinating the ordering and receiving of supplies and equipment for Advancement Services, setting up and monitoring the Advancement Service’s budget, ensuring that purchasing policies and procedures are followed, and following-up with vendors on order status.

Computer hardware and software information will be entered and maintained in an inventory system, as will vendor files for all computer hardware and software purchases, upgrades, license and maintenance agreements.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements will help oversee the carefully coordinated planning and reporting activities of Advancement Services with all of its constituents.

This will include assisting the Director of Advancement Services to run, copy, and distribute a variety of daily, weekly, monthly reports, and status updates. It will also include the collection and receipting of data from other campus units. The production and distribution of gift and pledge acknowledgments in a timely manner will also be required.

The Director of Advancement Services will periodically require support scheduling travel, meetings (both internal and external), scheduling and maintaining a training calendar, interactions with software user groups, and other duties, which enhance the Director ’s effectiveness and ability to manage Advancement Services. This position will assist the Director of Advancement Services in performing these functions.

There may also be additional responsibilities as requested by the Director of Advancement Services.

Areas of Responsibility:

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements requires a comprehensive understanding of the overall responsibilities of Advancement Services. This includes gift processing policies and procedures, acknowledgment processes, the prospect management system, biographical maintenance, and other data maintenance related activities.

Advanced computer skills, including the use of various computer packages needed to create word processing documents, spreadsheets, timelines, database reports, and research reports will be extremely important and will frequently need to be upgraded.

Coordinates the processing and acknowledging of gifts, pledges, pledge payments, matching claims, memorial gifts, in honor gifts, and other contributions to the University which may often be of significant dollar values for Advancement Services, and at the request of the Director of Advancement Services.

Interacts with major gift, corporate/foundation relations, planned giving, and school based directors of development, regarding the processing, reporting, and logging of major and other gifts, the processing of requests for prospect research, and other data maintenance activities.

Processes and coordinates the processing of a high volume of correspondence, documents, and other information, which is distributed and may be shared with a number of University and external constituents. Ensures that phones are answered, and that filing, mail distribution and additional clerical duties in support of the activities of Advancement Services are scheduled and completed.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements will sometimes address "critical needs" which occur on short notice and will require immediate action. Organization, prioritization, judgment, and problem-solving skills will be challenged on an occasional basis. There may be the need for occasional over time work.

Purchasing of equipment, supplies and special requests is also the responsibility of the Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements. This involves knowledge and selection of appropriate purchasing procedures, preparing, filing, following up on all associated requisitions, purchase orders, related paperwork, vendors, and maintaining detailed hardware, software, license agreements, and other information.

The highly public nature of the duties of the Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements require good communication skills which will be frequently tested. Writing/proofreading skills will need to be employed and A good understanding of the English language, (both written and spoken) is highly important.

The Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements schedules meetings, training sessions, and assists in performing a liaison role for Advancement Services with other constituents. May assist in training students and other system users.

Minimum qualifications, knowledge and abilities:

Good knowledge of correct English grammar, spelling, and punctuation.

Advanced understanding of office methods, procedures, practices, and bookkeeping or accounting knowledge. An understanding of the relationships of these policies and procedures to those of the University as a whole is critical.

Computer literacy is highly important. Knowledge of a wide variety of software is of significant importance.

Ability to learn, interpret, and apply a variety of complex policies and procedures with minimal guidance. The ability to share ideas and convey them in an efficient manner is mandatory, as is the ability to work with other departments on the Campus in the interpretation and enacting of these policies and procedures.

Ability to work with minimal guidance to identify appropriate applications of a wide variety of written policies and procedures.

Ability to clearly explain a variety of procedures and policies, to students, the public and other campus employees.

Ability to organize and sometimes train student assistants particularly in the gift entry and biographical maintenance functions of the fund raising system..

Ability to perform advanced clerical work involving judgment, accuracy and speed with minimal supervision.

Ability to maintain records and files and set up a comprehensive filing system; ability to screen incoming, telephone calls and visitors, and maintain confidential files.

Ability to handle and ensure the accurate processing of gifts and pledges on a periodic basis, while ensuring that processing deadlines are met.

Ability to handle various special projects on an ongoing basis while addressing daily needs for the office.

Ability to read and write at a level appropriate to the duties of the position; an ability to accurately perform arithmetic computations where required.

Because of a relatively high volume of reporting, research reports, inter-office correspondence, etc., an ability to type at an accurate speed of 45 words per minute is an absolute minimum requirement.

Ability to transcribe from modern dictating equipment at a high rate of accuracy may be required.

Experience and education:

The successful candidate for the Assistant Director Advancement Services - Gift Processing and Donor Acknowledgements for Advancement Services will have the equivalent of at least five years of advanced office experience provided the individual possesses the knowledge and abilities listed above.

Ideally, work related experience will have been gained in a higher education environment with emphasis on fund raising in an advancement or development office with a fund raising program of a similar size to that of the University.

Equivalent or similar experience in a business environment will also be considered.
 
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