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Director Gifts u0026 Records Management University of Missouri St. Louis - Military Veterans

Saint Louis, MO, United States

Posted on
May 28, 2023

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Hiring Department Advancement Services Job Description Reporting to and working with the head of Advancement Services, the Director of Gifts u0026amp; Records Management is responsible for managing gift and biographical constituent data, upholding gift recording and acceptance standards, preserving sensitive and confidential data, and performing financial reconciliations. The Director oversees the accuracy and timeliness of gift data entered into the Advance database as well as ensuring all gifts are entered adhering to the IRS rules published in Pub 526, Council for Advancement and Support of Education (CASE) guidelines for booking gifts and University policy Gifts and Gift Pledges (publication 22205) as well as PCI compliance, FASB, GDPR, FERPA, and HIPAA. As a leader in the Advancement Division, this position must possess a strong understanding of gifts and constituent data, sharp analytical skills, and strong, clear communication skills, including the ability to effectively present information and respond to the needs of internal and external customers. Responsibilities: Oversees the supervision, hiring, evaluation, and training of gift processing, reconciliation, and data entry staff. Establishes performance goals and metrics for direct reports. Periodically audits staff performance and processes to ensure compliance and operational efficiencies. Coordinates and manages the gift acceptance process, ensuring strict compliance with legal and regulatory requirements when accepting gifts; consults with UM System or other stakeholders when necessary. Oversees the processing, accounting, recording, receipting, and reconciliation of gift, grant, and pledge revenue (cash, checks, securities, gifts in kind, credit cards, bank drafts, wires, matching gifts, payroll deductions, gift annuities, memberships, estates, etc.) from alumni, friends, corporations, foundations, and other constituents of the university based on current university policies and procedures and IRS requirements, with the ability to process as well. Oversees monthly, quarterly, and year end reconciliations. Oversees daily processes, with direct reports, to interface transactions from donor database to accounting database and works closely with the accounting team to reconcile gift and pledge transactions as required. Maintains expert knowledge on gift documentation and gift credit procedures. Analyzes and researches unusual transactions, evaluating donor histories to determine gift credit, identifying donor and donor intent, and recording gifts per audit requirements. Develops gift credit tracking processes and data entry standards for annual fund appeals as well as major gift solicitations. Ensures that the database, consisting of nearly 400,000 records of alumni and friends, contains current and accessible information necessary to achieve division goals by establishing ongoing data management practices including data acquisition and appends, data coding structures, and naming conventions. Ensures data integrity as it is essential to the success of Advancement activities. Develop proactive strategies to constantly improve the integrity, accuracy, and interrelationships of data. Serves as a liaison to both Advancement and Finance department personnel with respect to gift processing, general ledger feed, reconciliation, and data entry functions. Oversees robust processes for gift documentation, gift entry, gift receipting, pledge payment reminders, and gift acknowledgement processes. Partners with Advancement colleagues as needed to create and/or support online giving pages, webforms, document management strategies, etc. Works with the Advancement team to ensure work is aligned to support and produce accurate queries, lists, reports, dashboards and tracking tools for alumni engagement and fundraising activities. Upholds accuracy and ongoing integrity of fund information in the fundraising system, including new fund and fund modification requests. Provide oversight of data management strategies regarding records management. Leads the strategic planning and routine execution of data acquisition efforts with a focus on biographical and engagement data such as contact information, employment, household information, advisory board and other volunteer activity, appeal codes, communication preferences, etc. Establish and document policies and procedures. Train division employees on policies and data entry requirements. Audits and proofs process to ensure compliance towards data entry timeliness and accurateness expectations. Reports findings to leadership. Effectively and proactively communicate with colleagues and university leadership verbally, in writing, or through a variety of presentations. Establishes, revises, updates, and maintains standard policies and procedures. Develop and submit Annual Business Plan; sets functional priorities and allocates staffing and resources to align with business objectives and annual plan(s). Liaison to donors and university with inquiries related to giving records, policies, and procedures. Serve donors and university with exceptional customer service. Review data and pulls reports to utilize for decision making. Perform other duties as assigned.Click here to enter the job description. Applicants must be authorized to work in the United States. The University will not sponsor applicants for this position for employment visas. Shift 40 hours per week. Additional hours may be required during peak times. Salary $65,776 - $97,103 Pay commensurate with education and experience. Anticipated Hiring Range: Grade: GGS-12 University Title: Advancement Director II Internal applicants can determine their university title by accessing the Talent Profile tile in myHR Minimum Qualifications A Bachelor's degree or an equivalent combination of education and experience and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary Preferred Qualifications Bachelor's degree - Accounting, Finance, or Non-Profit Management preferred Minimum of five years of gift and biographic data processing experience Database skills, preferably with a fundraising database and/or with data analysis and reporting focus. Demonstrated capability in the preparation of reconciliations and the interpretation of financial data. Proficient use of Microsoft Office applications. Attention to detail and maintain a high level of accuracy. Must be able to maintain data management standards including data confidentiality, CRM entry requirements, and accessing reporting tools. Ability to build and maintain positive constituent and colleague relationships through constructive communication skills and professionalism. Ability to work with people from a variety of culturally diverse backgrounds. Effectively perform under pressure while maintaining a professional demeanor. Must be able to use sound judgement and discretion and maintain confidentiality of data. Strong organizational and time management skills. Ability to work independently while also working as a member of the University Advancement team. Application Materials Resume and three references. Benefit Eligibility The University of Missouri - St. Louis offers benefit-eligible employees a wide variety of benefits including: health, dental and vision coverage effective on the first day of employment, retirement, paid time off, tuition assistance for employees and their dependents and employee and dependent life insurance. For more information about our benefits, please visit: ****Values Commitment We value the uniqueness of every individual and strive to ensure each person's success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate. In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement. Equal Employment Opportunity Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, ****. To request ADA accommodations, please ****. /* Style Definitions */ table.MsoNormalTable{mso-style-name:Table Normal;mso-tstyle-rowband-size:0;mso-tstyle-colband-size:0;mso-style-noshow:yes;mso-style-priority:99;mso-style-qformat:yes;mso-style-parent:\;mso-padding-alt:0in 5.4pt 0in 5.4pt;mso-para-margin:0in;mso-para-margin-bottom:.0001pt;mso-pagination:widow-orphan;font-size:11.0pt;font-family:Calibri,sans-serif;mso-bidi-font-family:Calibri;} Know Your Rights To read more about Equal Employment Opportunity (EEO) please use the following links: Know Your Rights English Version Know Your Rights Spanish Version

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