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 Assistant Director Advancement Services

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The Assistant Director of Advancement Services will report directly to Director of Information Services for Development and will be responsible for providing daily oversight of the entire Development Office gift processing operation.

The Manager is also responsible for providing the members of the professional staff with central computer liaison service for their respective operations. Develop and maintains policy and user manuals for the division.

The incumbent is responsible for managing the Advancement Services Division, which includes all gift processing, record maintenance, grant and gift data collection, processing of all stock and e-commerce activity, computerized data retrieval, supervision of full and part time staff.

ESSENTIAL FUNCTIONS OF POSITION:

Interaction with all members of the University community including Executive and Management Personnel. On a daily basis, the incumbent is responsible for making critical business decisions, independently and with full accountability. These decisions involve all aspects of gift processing such as, recording, documentation requirements, receipting, reconciliation, troubleshooting and reporting.

The incumbent is responsible for creating and maintaining Cash Handling, Separation of Responsibilities and all other policies relevant to the division.

Manage the daily processing of contributions from private sources to the University, including preparation of data for entry into the records system by the clerical staff. Direct supervision of Bookkeeping and student support staff.

Provide technical advice, training and computer service request processing for all members of the Development and Alumni Affairs professional staff, as well as authorized members of the University community who need reports from the Alumni/Development System. Direct supervision of division report writer.

Working with General Accounting, create new gift account numbers for the University FMS system. Generate the ‘Outstanding Pledge Report’ to comply with FASB 116. Reconciling the Development Holding Center with the General Ledger system. Compiling all figures required for the University's inclusion in the annual Council for Aid to Education Report.

Personally process all gifts of stock made to the University. Work with the brokerage firm, University Council and the Finance office to ensure proper recording and acknowledgment procedures for securities gifts.

Responsible for monitoring and researching all private gifts in order to determine that all contributions to University Departments are processed into the Development on-line computer system.

Responsible for processing Payroll Deduction Pledges, and the complex reconciliation required. Maintaining the University Gift payroll deduction database.

Prepare routine and special reports as required. Primary contact with auditors engaged in yearly review.

Supervise the data entry function of various types of non gift information in the computerized record system, including system table maintenance. Establish processing and reporting procedures for special campaigns and projects both manual and through the Development computer system.

OTHER DUTIES AND RESPONSIBILITIES:

Provide for and oversee the distribution of supplies, equipment, and printed material required for Advancement Services operations.

Initiate correspondence as the incumbent deems necessary relating to gifts, pledges, memorial gifts, matching gifts, bounced checks, etc.

Recruit, train, supervise student workers, and responsible for the submission of that payroll.

DIMENSIONS:

People Supervised: 2 full-time Bookkeepers, 1 full-time technical report writer and 7+ students.

Education and Experience: Relevant BA/BS required (Business Administration, Accounting, Management etc.). Strong preference for significant formal training in information systems applications and electronic reporting. A minimum of 3 years directly related systems management experience required. Experience must include demonstrated successful direct management/supervisory accountability for relevant functional activities in a similar processing environment. PC experience MS Word, MS Excel, Lotus, and other PC applications required. Crystal Reports, PC JET, FMS, Millennium, and other computer vendor applications a plus.

Other Pertinent Data: Excellent written and oral skills. Strong organization and interpersonal skills. The incumbent must employ an advanced ability to prioritized tasks, schedules and objectives. Must be highly “customer service” and detail oriented with the ability to handle many details of a varying nature at the same time. Exposure to Accounting practices in either a business or University setting is a plus, as is the ability to supervise regular employees and student workers. Also the ability to relate and communicate in a positive way to the many constituencies of the University.

EQUIPMENT USED:

Personal Computers, Laser Printers, ADDS computer terminal, copier, fax machine.

PHYSICAL REQUIREMENTS:

Sitting for extended periods; manual dexterity; ability to move supply cartons and equipment; ability to move throughout office complex frequently in the course of the business day; ability to move about campus occasionally. An essential attribute for this position is the intuitiveness to grasp implications of alternative choices on a wide variety of potential problems.
 
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