Director, Gifts & Records Management

Advancement Services

Reporting to and working with Associate Vice Chancellor, the Director of Gifts & 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 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 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 University 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.
• Oversees financial and biographical reporting output review for UMSL & UM System leadership, CASE VSE Survey and IRS.
• Upholds accuracy and ongoing integrity of fund information in the fundraising system, including new fund and fund modification requests.
• Provides 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 activities, appeal codes, communication preferences, etc.
• Works closely with Advancement and ITS staff to ensure recurring constituent imports are coded accurately.
• Establishes and documents policies and procedures. Trains 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 communicates with colleagues and university leadership verbally, in writing, or through a variety of presentations.
• Establishes, revises, updates, and maintains standard policies and procedures.
• Develops and submits 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.
• Serves donors and university with exceptional customer service.
• Reviews data and pulls reports to utilize for decision making.
• Performs other duties as assigned.

Applicants must be authorized to work in the United States. The University will not sponsor applicants for this position for employment visas.

8:00 a.m. - 5:00 p.m. Monday - Friday

A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary.

• 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.
• 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.

Pay commensurate with education and experience.
Anticipated Hiring Range: $65,000 - $78,000
Grade: GGS-11
University Title: Advancement Director I
Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Application materials include a cover letter and resume. Finalists will be asked to provide references at a later date.

Applicants must combine all application materials into one PDF or Microsoft Word document and upload as a resume attachment to the UMSL Job site: http://umsl.jobs.

Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g., /, &, %, etc.). For questions about the application process, please email employment@umsl.edu. If you are experiencing technical problems, please email umpshrsupport@umsystem.edu.

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please email the Office of Human Resources at umslhr@umsl.edu.