Assistant Director, Gift Administration & Data Management

Pay Grade: 29E

Context of the Job:

The Office of Development & Alumni Relations (DAR) is building a model fundraising infrastructure, one that will meet the growing needs of the University and support the University’s strategic plan, and secure funding for established and emerging University priorities. Our purpose is to create an unrivaled engagement and donor experience to secure philanthropic resources that advance the University for generations to come.

Under the general direction of DAR’s Senior Director of Gifts Administration and Data Management, the Assistant Director helps to fulfill DAR’s purpose by fostering a highly effective team environment for production operations in the flow of information and gifts to the University. This role is responsible for overseeing, processing, managing, and improving daily gift and Data Management functions. Documentation of standards and best practices are essential to each function within this role. The Assistant Director supports periodic audits of the University for all gifts, pledges and payments as requested by the internal and external auditors. The Assistant Director is responsible for the accuracy, coding and counting of gifts on behalf of the Vice President for all philanthropic gifts to the University.

The Assistant Director will join a team of highly specialized and experienced staff. Respecting the team’s processes and providing rapid responses to internal and external inquiries is critical to success. This position requires a detail-oriented individual with proficiency in performing complex tasks and the capacity to exercise good judgment in accordance with a broad set of policies and procedures. Another exciting aspect of this role is that it provides hands-on involvement in the implementation of a Salesforce CRM that will soon replace the current system of record.

Major Responsibilities:

Manage Team Members and Relationships:

• Be a positive and productive collaborator with team members to enhance the strength of existing abilities and processes while adapting to and developing necessary changes for improved future operations in Gift Administration and Data Management.
• Manage staff utilization with specific approaches planned for higher and lower-volume work periods.
• Review, analyze and, when appropriate, make recommendations regarding redesigning the system, staffing, policies, and procedures pertaining to gifts and constituent data.
• Recruit, train, supervise, and evaluate unit staff.
• Be an accessible first point of contact for inquiries from DAR staff on in-office hybrid work days. Expedite solutions through effective use of communication protocols and actions.
• Resolve or assist in the resolution of policy-related, process-related, or procedural problems and/or inquiries received from the department and/or employees.
• Collaborate with various departments including (but not limited to); the Finance Office, Cashier’s Office, General Accounting, Internal Audit and external audit to ensure proper recording of gifts and resolution of discrepancies.
• Work directly with outside constituents such as individual and corporate donors to discuss and respond to all necessary questions regarding gifts to the University.

Supervise and Support Gift and Data Recording:

• Other team members are routinely responsible for key operations in the unit. The Assistant Director must understand how to do each role and be able to step in to reassign, fulfill, or recruit additional resources as needed based on work volume and day-to-day staffing circumstances.
• Key responsibilities performed within the team:
  • Accurate gift recording process, in support of University goals and meeting legal obligations for tax receipts.
  • Biographical data workflows to support routine inbound data streams.
  • Use of Data Integrity utilities and data improvement projects to assure that gift and biographical data errors are quickly remedied.

Manage and Improve Work Process:

• Assure adequate resources, scheduling, and coordination for segregation of duties for gift receiving, depositing, recording, and reconciling.
• Oversee the department’s responsibility for all gift and pledge records in Advance; ensure the integrity of gift data transferred into the General Accounting system; analyze gift data; prepare various standard and ad hoc reports of giving;
• Support and guide enhancements of the team’s process for accurate and timely flows of gift data, gift agreements, pledges, and constituent data and requests sent with gifts.
• Advise management on Fund Accounting related issues, recommending and initiating new policies or procedures where appropriate and in accordance with laws and UD Policy.
• Navigate ticketing system and project management software to coordinate and complete large and small projects.
• Manage logistical and material needs for team in expedited fashion.
• Effectively communicate verbally and in writing.
• Perform miscellaneous job-related duties as assigned.
• Note that responsibilities are anticipated to change as Salesforce implementation progresses.

Regulatory Compliance:

• Using independent judgment, process, review, and analyze reports and documentation to ensure conformance with legal guidelines and regulations and in alignment with University policies and industry best practices, resolving non-routine problems.
• Assure that receipts are provided to donors in compliance with IRS regulations and UD policy.
• Adhere to CASE/NACUBO guidelines. The department is responsible for producing official gift figures for the University.

Qualifications:

• Bachelor's degree and three years related experience, or equivalent combination of education and experience.
• Demonstrated ability to lead teams of 3 or more direct reports.
• Highly detail-oriented, with the ability to think critically and make decisions in validating individual entries and large data sets.
• Excellent customer service and communication skills.
• Ability to expedite solutions collaboratively within or outside the team.
• Significant level of independent judgment, accuracy, and critical decision-making skills.
• Experience in developing and communicating tactical plans within a team and adapting to varying workloads.
• Ability to interact with databases, create and maintain spreadsheets,and use intermediate word processing techniques within UD financial platforms, MS Office, and G Suite tools.
• Hands-on experience with electronic information systems.
• Discretion in processing confidential information in a timely, accurate and professional manner.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Preferred Qualifications:

• Degree in Business Administration, Leadership or other related field preferred.
• Professional experience in gifts management and Data Management. This includes gift-related items (receiving, processing, depositing, and reporting of gifts, pledges, payments, adjustments) and Data Management functions (biographical data entry, using automated processes, data standards, and integrity checks).
• Familiarity of policies and procedures for gift acceptance and recording, as well as applicable federal and state regulations.
• Broad knowledge of University systems, including PeopleSoft, CashNet and Advance preferred.
• Expertise in Salesforce CRM for higher education advancement.

Special Requirements:

• This position is designated as essential and is anticipated to have 2 scheduled working days during the university’s winter holiday break.