Associate Director, Gift and Records

About this role

Position Title:Associate Director, Gift and Records Position Type:Regular Hiring Range:$102,800.00 - $128,560.00 per year. Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:AnnualA.   POSITION PURPOSE Under the direction of the Director of Gift and Records, this position will assist in managing gift and event processing as well as pledge creation, stock acceptance/stock processing, financial reconciliation, fund creation, demographic updates, training, and supervision of the Gifts and Records staff. While this position will not have direct reports per se, they will act as a co-manager in managing the Gifts and Records staff and act as the backup Director when the Director is not available. Gifts and Records staff should treat this position as such, befitting an Associate Director position.

Demonstrated competencies using spreadsheet and database software for complex financial analysis, strong trouble-shooting skills, and a proven ability to take in information and data regarding various multi-faceted scenarios in order to develop strategies for resolution and future-proofing multi-layered situations. The Associate Director will support the implementation of policies and procedures for the expedient and accurate recording, maintenance, and receipting of all charitable gifts in accordance with University policy, donor intent, federal and state regulations, and industry best practices.

This position is eligible for a flexible work schedule: hybrid - work from the office and home with a 3:2 ratio.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Supervision Co-manage and act as a backup manager of the processing of gift and event entry processes and demographic updates. Support the director in developing and executing efficient workflows/processes that will improve the team’s accuracy, timeliness, and communications to internal and external constituencies. Serve as the co-manager and back-up manager of the gift and records staff when the Director is not available. Co-plan and co-execute annual operational goals for the department. Help create a positive and cohesive team atmosphere that promotes a successful collaborative team.
2. Finance Office Liaison/Data Analysis Primary contact with the Finance Office for gift and event reconciliation, including credit card reconciliation, cash, stock/mutual fund, and property reconciliation. Assist the Director with the design and implementation of best In collaboration with the Director, develop tools for solving discrepancies between the Finance system and the Development system. Train both the gift processors and accountants on how to interpret the data in CLARA. In coordination with the Finance Office and Donor Relations, facilitate the gift fund creation process, utilizing the U. R. Service Desk. Work with fundraising staff on securing the new gift fund form and the gift agreements, ensuring each agreement has been vetted and approved by Service Desk managers. Track and manage the progress of the agreements, from receiving the signed agreements (donor and SCU representative) to submitting the agreement and new fund creation form to the Finance Office for the fund setup.  Once notified by the Finance Office of the new fund, enter the fund into the Development database and notify Donor Relations, and if warranted, the Financial Office of the fund creation. Review/analyze new Development Systems to ensure we are current and make recommendations if systems need to be updated or changed.
3. Demographics Manage the data integrity checks in the Development database. Ensure all data integrity checks are assigned, completed, and audited in a timely manner. Identify any recurring issues, formulate and implement processes that will ensure compliance with all data entry standards, including additional training, and with consultation of the. Director, document ongoing errors by staff. Work with the IS staff to request any additional data integrity checks that will help Ensure the accuracy and correctness of the creation and update of constituent records in CLARA. Manage the event processing in CLARA and event integrations from third-party companies.
4. Gift Processing Oversee the gift entry and adjustment process to ensure gifts and adjustments are recorded accurately in the Development database and in the Finance Office database. Track adjustment reasons to measure the different types of adjustments, e.g., data entry error, moving funds from the holding account to new funds, incorrect information given to data entry staff, etc. Design/update and manage any processes that will reduce the number of adjustments needed. Manage the daily deposit process and ensure timeliness and accuracy. Assist in the review of new Gift agreements and creation of new Funds in the Development database and in the Finance Office database. Assist in the review process for the Outstanding Pledge Receivables and obtain status updates from the fundraisers.
5. Other duties as assigned.

C.   PROVIDES WORK DIRECTION Management of the gift entry staff. Provide mentorship to staff, providing clear communication of objectives, goals, and priorities. Manage student workers/interns.

D.   GENERAL GUIDELINES Recommends initiatives and implements changes to improve quality, accuracy, and services. Identifies problems and develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through the use of appropriate tools, planned training, and performance initiatives. Researches and develops resources that create timely and efficient workflows. Prepares progress reports by informing the supervisor of status and any deviation from goals. Ensures completeness, accuracy, and timeliness of all operational functions. Prepares and submits gift reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E.   QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge Knowledge of the legal and fiduciary responsibilities inherent with charitable contributions and the non-profits that accept them is key. Knowledge of CASE guidelines for the recording of charitable contributions, as well as knowledge of IRS and FASB regulations guiding gift accounting. Advanced understanding of accounting methods, procedures, policies and fund accounting a plus. Knowledge of constituent relational databases as they relate to the entry and maintenance of biographic, gift, and event entry. Experience testing new releases and functionality in a relational database is desired. Experience with Blackbaud’s CRM products preferred.
2. Skills Must have a passion for excellent customer service and commitment to high-quality output and deliverables. Supervisor/management experience is a plus. Outstanding attention to detail and follow-through are essential. Strong analytical, organizational, interpersonal - both oral and written communication, and active listening skills. Must be a strategic thinker, effective in moving strategic agendas forward Politically savvy, ensuring the utmost discretion in all matters. Flexible in nature, having sound judgment with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the broader organization.
3. Abilities Ability to learn quickly and to handle complex situations with a deft touch is critical. Demonstrated excellence in a variety of competencies, including project management, prioritization, teamwork, analytical thinking, and client/customer service and awareness. Must possess the ability to work with changing priorities and multiple ongoing projects. Ability to function both as a part of the Philanthropy Services management team in a collaborative manner Ability to see one’s role, and the Philanthropy Services team’s role as a whole, in the larger development picture is highly desired. Demonstrated ability to effectively partner with a diverse group of administrators and academic leaders; comfort in working with individuals at all levels. Demonstrated ability to work in a fast-paced environment. Must be able to troubleshoot and problem solve, while working both independently at times as well as within a team framework. Must be able to negotiate issues, resolve problems, and have strong communication skills.
4. Education Bachelor’s degree required, advanced degree preferred.
5. Years of Experience 6 - 8 years of professional/applicable work experience required. Experience working in higher education preferred.

F.   PHYSICAL DEMANDS The physical demands described as follows are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets the skill, experience, education, and/or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal. May be required to travel to other buildings on the campus. May be required to attend conferences and training sessions within the Bay Area or in- or out-of-state locations. May be required to occasionally travel to outside customers, vendors, or suppliers.

G.   WORK ENVIRONMENT The work environment characteristics described as follows are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment. Mostly indoor office environment with windows.Offices with equipment noise. Offices with frequent interruptions.

Telecommute Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement Equal Opportunity/Notice of Nondiscrimination Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/.

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Americans with Disabilities Act Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email removed] or by phone at [phone removed]. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email removed].