Associate Director, Gift Records
5 days ago
We are seeking an experienced Associate Director, Gift Records to lead our Gift Records team in the collection, research, recording, reconciliation, integrity, and maintenance of contributions data as the foundation for Advancement fundraising initiatives, reporting, and progress towards goals.
Key Responsibilities- Lead innovative efforts to identify opportunities for automation, efficiencies, process improvements, and new technology for giving/ways to give.
- Serve 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.
- Identify gift processing opportunities, standardization of practices, and collaborate with campus partners in training and best practices for fund management.
- Participate in the development and implementation of new projects, policies, and procedures.
- Develop, maintain, and lead project management plans specific to Gift Records projects and coordinate initiatives with other staff.
- Serve as Advancement representative on campus-wide gift processing initiatives in which Advancement is a key stakeholder.
- Serve on Advancement project teams as a trusted subject matter expert (e.g., gift processing, fund management, compliance, gift transmittals, and workflows).
- Lead 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.
- Establish, enforce, and monitor business process controls; including identification and mitigation of threats, potential breaches, and hacking or fraud attempts.
- Communicate and ensure 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).
- Provide strategic counsel to Advancement staff, University departments, Office of F&T, and Office of General Counsel regarding inquiries on gifts from donors, auditors, organizations.
- Serve 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).
- Manage and prioritize daily gift processing work assignments and supervise staff in the performance of daily tasks.
- Maintain data integrity and monitor the daily reconciliation of deposits, entries, pledges, and credit card statements and oversee the gift reconciliation between the Office of Advancement fundraising database and the Office of Finance & Treasury.
- Oversee the recording, receipting, relationship management, and reconciliation of contributions from the UK Foundation and Hong Kong Foundation.
- Document and update departmental policies and procedures for gift processing policies, procedures, systems, taxation rules, and regulations and provide training and education to campus partners.
- Serve as contact for answering questions and resolving problems related to contributions data entry and departmental policies and procedures.
- Manage 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.
- 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 volumes 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.
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