Senior Program Coordinator, Gift Administration

Department: Feinberg Development and Alumni Relations Salary/Grade: EXS/6 *Please submit a cover letter for full consideration. Job Summary: Manages the Gift Administration program for the Feinberg School of Medicine. As a member of Feinberg Development and Alumni Relations' Operations and Finance team, the Senior Program Coordinator, Gift Administration provides direction in reviewing and recommending gift policies and procedures, and oversees all administrative and operational functions related to philanthropic contributions to the medical school.

The Senior Program Coordinator collaborates with teams, formulates strategies, plans and executes projects, and ensures the effective, compliant, and efficient daily management of operational functions in compliance with Northwestern University policy, state and federal laws and regulations. Specifically, the Senior Program Coordinator, Gift Administration is responsible for managing the processing and appropriate allocation of all philanthropic gifts to the Feinberg School of Medicine, including large/complex gifts; identifying, researching, and booking charitable grants; coordinating the department's credit card processing and PCI compliance activities; and advising on gift policy. Specific Responsibilities: Gifts, Grants, and Events Responsible for administration of all philanthropic contributions to the Feinberg School of Medicine.

Facilitates and provides administrative guidance regarding the preparation of gifts and grants for processing. Partners with development office colleagues and research accounting team to identify philanthropic grant funding. Completes research and analyses in regard to grant funding.

Transfers knowledge and advises on Gift Administration policy and procedures. Manages receipt of event registration payments and event-related donations, including credit card acceptance and processing. Reporting, Analysis, and Evaluation Creates and maintains gift analyses and reports.

Implements ongoing data integrity initiatives. Ensures the following functions are completed in an accurate and timely way: analysis and classification of transactions in accordance with established gift allocations creation of new constituent records or funds preparation, processing, reconciling and production of receipts (as appropriate) for transactions Identifies and resolves problems, performing research as needed and communicating with donors to obtain additional information or provide instruction and guidance by phone or email. Manages development and maintenance of evaluation processes, including gift processing metrics and key performance indicators.

Reviews and analyzes outcome measurements and operational services related to gifts; recommends changes and enhancements to improve medical school Gift Administration. Collaborates with gift officers, other colleagues, vendors, and peers to implement changes designed to gain insight, grow and strengthen service, and optimize donor satisfaction. Administration Oversees and ensures that day-to-day business processes related to Gift Administration are appropriately managed, efficient, and effective.

Develops, maintains, and reports on quantitative and qualitative gift data; shares results and recommendations with clients. Monitors documentation of gift agreements between NU and philanthropic donors, alerting the appropriate parties regarding issues or questions. Acts as liaison to technical and database management teams to ensure that donor records and gift processing systems are properly maintained and meet the informational and analytical needs of users.

Will participate in the implementation of a new advancement CRM on the Salesforce-based ascend platform. Involvement includes advising, review, testing, and quality assurance of processes in the new software. Creates and maintains documentation, procedures, standards, and policies related to operational services.

Collaboration and Program Development Collaborates with internal department partners and university partners to implement and expand relationships, and accomplish strategic goals. Key partnerships include: Feinberg Development and Alumni Relations Senior Staff and major gift officers NU Alumni Relations and Development - Gift and Record Services (GRS), Gift Planning NU Office of Treasury Operations NU Accounting Services for Research and Sponsored Programs (ASRSP) Provides training, consultation and guidance to department colleagues and client teams as needed. Researches best practices, peer institutions, and government rules and regulations and recommends changes and enhancements to improve administrative effectiveness and services.

Regulatory Compliance Manages the development and implementation of Gift Administration processes and procedures. Ensures compliance with all applicable federal, state, and local laws and regulations, as well as NU policies and standards. Creates and maintains documentation regarding gift and grant processing and administration, credit card acceptance and processing, etc.

Develops and implements associated training. Strategic Planning Manages and implements strategic plans. Reviews plans, meets with department senior staff and client teams to evaluate needs, consult on strategy, and provide updates.

Provides advice and counsel; recommends changes and improvements to better meet client needs and objectives. Supervision Provides work direction to fellow staff and supervises temporary employees as needed. Miscellaneous Performs other duties as assigned.

Minimum Qualifications: Successful completion of a full four-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience. Two years' relevant experience in a similar role (such as gift processing or operational program/project administration) or organization (nonprofit, educational institution, healthcare organization, or charitable foundation). Experience performing or managing data entry or data integrity functions in a complex database environment (CRM or relational database).

Minimum Competencies: (Skills, knowledge, and abilities.) Demonstrated proficiency managing and maintaining data in a complex database/CRM platform. Advanced competency with the Microsoft Office suite, especially Excel, Outlook, and Word. Commitment to professional ethics, ability to apply an ethical code and good judgment; must be able to handle confidential materials and situations with sensitivity and discretion.

Flexibility in a fast-paced environment. Preferred Qualifications: Experience entering and maintaining philanthropic contribution data within a nonprofit organization. Experience with the Ellucian Advance CRM and/or Salesforce-based platforms.

Preferred Competencies: (Skills, knowledge, and abilities) Familiarity with operational standards and regulations within nonprofit organizations, specifically related to the acceptance, processing, and allocation of philanthropic contributions. Target hiring range for this position will be between $63,000-$71,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more. Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.

We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more. Professional Growth & Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home.

If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more. Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more!

Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more. Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care.

Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more. Professional Growth & Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources.

Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more. Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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