Associate Director, Gift Records
4 weeks ago
The Associate Director, Gift Records leads Gift Records in the collection, research, recording, reconciliation, integrity, and maintenance of contributions data as the foundation for Advancement fundraising initiatives, reporting and progress towards goals. This role ensures that data is entered accurately, efficiently, in a timely manner, and in compliance with Advancement, institutional, government and international regulations and requirements. This position reports to the Director of Alumni and Donor Records.
Princeton University Advancement works to inform, inspire, and involve Princeton’s global community of alumni, parents, and friends in ways that enable the University to fulfill its mission of advancing learning through scholarship, research, and teaching to serve humanity.
Responsibilities
Project Management:
- Leads innovative efforts to identify opportunities for automation, efficiencies, process improvements, and new technology for giving/ways to give.
- Serves as a resource for senior leadership on matters related to giving of deeply anonymous donors and high-profile donors, providing guidance on complex giving transactions/ agreements, and input on potential gift conversations.
- Responsible for system upgrade testing, test plan creation, data and process validations, and documentation for all related upgrades, enhancements and migrations; trains Advancement staff and campus partners on accessing data and information related to giving and contributions.
- Identifies gift processing opportunities, standardization of practices, and collaborates with campus partners in training and best practices for fund management.
- Participates in the development and implementation of new projects, policies and procedures.
- Develops, maintains and leads project management plans specific to Gift Records projects and coordinates initiatives with other staff.
- Serves as Advancement representative on campus wide gift processing initiatives in which Advancement is a key stakeholder.
- Serves on Advancement project teams as trusted subject matter expert (e.g. gift processing, fund management, compliance, gift transmittals and workflows).
Operations Management:
- Leads the daily operations of contributions data processing to ensure efficient, timely, and accurate recording of all contributions data, including matching gifts and tax receipting.
- Responsible for strategic use and development of Advancement’s instance of OnBase, which stores mission critical giving correspondence and documentation; including relevant records retention policies, laws, and regulations.
- Establishes, enforces and monitors business process controls; including identification and mitigation of threats, potential breaches, and hacking or fraud attempts..
- Communicates and ensures all policies and procedures are in compliance with Advancement, institutional, government and international regulations and requirements. (e.g. University confidentiality guidelines, IRS and Canadian guidelines, CASE standards, and CAE reporting requirements.)
- Provides strategic counsel to Advancement staff, University departments, Office of F&T, and Office of General Counsel regarding inquires on gifts from donors, auditors, organizations.
- Serves as primary contact with Finance & Treasury in regards to the PeopleSoft interface for the financial data feed. (e.g. issue identification, strategies for resolution, streamlining processes.)
- Manages and prioritizes daily gift processing work assignments and supervises staff in the performance of daily tasks.
- Maintains data integrity and monitors the daily reconciliation of deposits, entries, pledges and credit card statements and oversees the gift reconciliation between the Office of Advancement fundraising database and the Office of Finance & Treasury.
- Oversees the recording, receipting, relationship management, and reconciliation of contributions from the UK Foundation and Hong Kong Foundation.
- Documents and updates departmental policies and procedures for gift processing policies, procedures, systems, taxation rules and regulations and provides training and education to campus partners.
- Serves as contact for answering questions and resolving problems related to contributions data entry and departmental policies and procedures.
Staff Management:
- Manages the hiring process for new staff.
- Responsible for the professional development of staff including training, mentoring, and identifying goals, objectives and metrics.
- Responsible for performance management of staff including Time Collection, staff appraisals, monitoring of activity and metrics.
- Other related tasks as assigned.
Essential Qualifications:
- Bachelor’s degree.
- 7+ years related work experience.
- 3-5 years of supervisory experience focused on setting priorities, managing, and motivating a diverse team.
- Extensive knowledge and use of alumni relations and fundraising database to record, maintain, acknowledge, perform inquiries, verify and report giving activity.
- Requires a strong understanding of relational databases, workflows, system integrations, and business processes.
- Knowledge of or ability to quickly understand and apply policies and guidelines for the confidentiality and protection of University constituent data and reporting requirements.
- Strong background in data management, data standards, and quality controls.
- Prior experience and familiarity with document imaging technology and systems preferred.
- Data interpretation and analysis skills including familiarity with statistical approaches.
- Proficient in business analysis, project management skills and use of Microsoft Office
- Excellent verbal and written communication skills to answer questions, communicate problems, and train staff.
- Excellent interpersonal and organizational skills.
- Ability to handle high volume of work and adjust to changing workloads during peak periods.
- Accuracy, close attention to detail, a change-friendly attitude, strong work ethic and discretion in dealing with confidential information.
- Knowledge of and commitment to the values and mission of Princeton University and the goals and guiding principles of the Office of Advancement and Data Strategy & Innovation.
- Demonstrated ability to work effectively with individuals from diverse backgrounds, identities, abilities, and experiences.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelMid-Senior Level#LI-SB1-
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