General Information
| Job Description | FINANCIAL SVC MGR 1 | Working Title | Director, Gift Administration |
|---|---|---|---|
| Job Code | 000218 | Grade | 24 |
| Department Name | VCUA Administrative Services Dept - D01216 | Department Head | Kim McDade |
| Supervisor | Luke Chen | Effective Date | 04/15/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004263 | ADMIN OFCR 2 CX | 1.0 |
| 004723 | BLANK AST 2 | 1.0 |
| 004722 | BLANK AST 3 | 1.0 |
Generic Scope
| Spends the majority of time (50% or more) achieving organizational objectives through the coordinated achievements of subordinate staff. Establishes departmental goals and objectives, functions with autonomy. Manages the accountability and stewardship of human, financial, and often physical resources in compliance with departmental and organizational goals and objectives. Ensures subordinate supervisors and professionals adhere to defined internal controls. Manages systems and procedures to protect departmental assets. |
Custom Scope
| Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Reviews and approves recommendations for functional programs. Provides guidance to subordinates to achieve goals in accordance with established policies. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules. |
Department Custom Scope
| The Director, Gift Administration oversees the entire gift cycle to ensure that all funds raised reach their designated purpose. Incumbent oversees the administration of all gifts, pledges, and memberships accepted on behalf of the university. Incumbent oversees the administration and updating of the database used to house, track, and manage data regarding donors, prospects, alumni, special events invitees, VIP data, guest information, etc. and for ensuring that all data are input correctly and updated on regular cycles. Responsible for ensuring the proper acceptance, tracking, recording, and reporting of gifts, pledges, and memberships in accordance with university policy, state/federal laws, and relevant IRS regulations; advises management and fundraisers of such to ensure proper handling and treatment. The incumbent develops procedures for gift receipting, acknowledgement, gift notification, pledge reminders, and other system related functions and processes and monitors a records management policy and, in coordination with IT/CMT, disaster recovery plan for both hard copy and electronic development constituent records. Regularly works with Foundation Accounting to reconcile gifts and with IT support for data accuracy. Responsible for generating data for various Regents, CASE, and VSE reports as requested. Acts as liaison with donors, University Advancement staff, business, and accounting personnel at the University and other campuses to answer gift-related questions and/or to resolve gift-related problems. Other responsibilities include serving as a primary resource concerning gift and membership policy, IRS regulations, and gift data entry procedures, serves as a key member of the Administrative Services team; especially advises on functions critical to maintaining donor relations and to the success of the University Advancement operation as a whole. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 8 - 13 years of related experience. | Required |
| Previous supervisory/managerial experience. | Preferred |
| Previous experience working in higher education. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Provides direction and expertise to section/department, projects and decentralized financial activities.
|
20 |
| Assumes full responsibility for staffing, budgets, costs, productivity and human resource-related activities pertaining to assigned staff members. | 15 |
| Oversees daily data processing while ensuring financial and biographical integrity of the database. Ensures accurate and timely entry and updating of current donor and new prospect information. Ensures updating of contact information, donor records, and activity records of files. | 15 |
| Ensures the accuracy and control of financial data. | 10 |
Develops, recommends, and implements policies and procedures for related financial management and recording.
|
10 |
| Meets all government reporting requirements for related financial activities. | 10 |
| Establish, assess and strengthen appropriate internal controls to protect University resources. | 10 |
| Has responsibility for one or more financial services sections. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Strong skills in use of spreadsheet and database software. | Required |
| Knowledge and understanding of internal control practices and their impact on protecting University resources. | Required |
| Strong interpersonal skills and ability to work effectively across the organization at all levels. | Required |
| Keen eye for detail in order to review and correct database problems. | Required |
| Strong interest in keeping current with best practices in the field, across the system, and within the University Advancement. | Required |
| Skills include sophisticated service orientation, ability to multi-task effectively in a varied, high volume environment, sound judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills. | Required |
| Broad knowledge of financial transactions and financial systems, as well as related policy, accounting, and regulatory compliance requirements. | Required |
| Ability to motivate staff -- direct reports as well as those not reporting to the position. | Preferred |
| Proficiency in donor database or CRM | Preferred |
| Strong critical thinking and analytic skills, with ability to understand complex processes with multiple touch points to understand how best to automate and/or re-engineer a process. | Preferred |
| In-depth understanding of IRS regulations, CASE guidelines, and VSE. | Preferred |
| Demonstrated ability to distinguish best practices, apply good judgment, and maintain productive atmosphere. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Direction |
Environment
Working Environment
| Campus presence required with hybrid accommodations. |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |