Associate Director of Gift Processing

Position Information

Title: Associate Director of Gift Processing

Department: Advancement Services

FLSA Status: Full-Time, Exempt

Annual Salary: $70,000.00 commensurate with experience

Position Summary

Under the direction of the Director of Gift Processing, this position will assist and manage the gift record processing. Support the formulating and implementing policies and procedures for the successful recording, maintenance, receipting, documenting of private gifts and grants.

Reports To

Director of Gift Processing

Supervises

Gift Processing Associates

Essential Functions

Specific duties include the following:

• Assists the Director of Gift Processing in the supervision, hiring, evaluation, orientation and training of full-time Gift Processing Associates particularly in the gift entry and biographical maintenance functions of the fund raising system and ensure the accuracy and promptness of data entry.
• Coordinates the processing of gifts, pledges, online gift and event services, matching gifts, deferred gifts and other contributions to the Foundation. Make occasional bank deposits for cash.
• Responsible for daily, monthly reports and assist in the month and year end reconciliation.
• Oversees daily processes to interface transactions from the fundraising system to the accounting system.
• Notifies IT regarding database issues; provides support to pinpoint the problems.
• Coordinate and discuss with IT about system enhancements and reports.
• The ability to edit and check the work of others, and work with large sums of money in a high volume gift processing environment is critical.
• Provides assistance in researching gift and pledge relation information.
• Provides assistance and guidance to Foundation and University staff of the gift and pledge process.
• Provides assistance and guidance to Gift Processing Associates as they fulfill their duties and assignments.
• Coordinates and oversees the process of the special events and membership deductibility worksheets.
• Assists in establishing, revising and updating department policies, procedures and standards, as needed.
• Works closely with Accounting and Finance to reconcile gift and pledge transactions between alumni and donor management system and financial accounting system, perform special assessments and audits as needed. Identify and facilitate data and gift corrections.
• Coordinates the processing of payments received via online payment services and matching the distributions according to the approved deductibility worksheets.
• Coordinate and discuss issues with the Call Center pledges and credit card gifts. Communicate with the Call Center Management to confirm donor intent of pledge and gift amounts.
• Supervise staff in scanning and filing all incoming gift correspondence.
• Supervise staff in the receipt processing.
• Manages the Gift Processing staff and department in the absence of the Director of Gift Processing.
• Performs other job-related duties or special projects as assigned.

Evaluation

The Associate Director of Gift Processing will meet annually with his/her supervisor to put in place a plan for the year. At the end of each year, the Associate Director of Gift Processing and his/her supervisor will review progress toward the annual goals.

Qualifications

Bachelor’s degree preferred.

• Minimum of three to five years of gift and data processing experience or equivalent work experience in computerized records management.
• Advanced understanding of office methods, procedures, practices, and bookkeeping or accounting knowledge.
• Computer literacy required, including proficiency in typing, 10-key, data entry, Microsoft Word and Excel.
• Must reflect and represent the organization’s values which are teamwork, accountability, service, trust, integrity and excellence.

Working Conditions

The Associate Director of Gift Processing will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing deskwork. Based at the University of Hawa‘i at Mānoa campus this position will involve travel, mostly by auto, but occasionally by other modes of transportation. The Associate Director may need to visit areas of the University campus, as well as locations in and around O‘ahu. Must have a valid driver’s license and acceptable driving record. The Associate Director may need to work weekends or evenings or exceed a 40-hour work week to fulfill the demands of the position. The Associate Director must be able and willing to travel interisland or nationally upon request.