Assistant Director of Gifts and Records Administration

Posting Details

Position Title

Assistant Director of Gifts and Records Administration

Additional Information

The Ball State University Foundation welcomes applications for an Assistant Director of Gifts and Records Administration.

Benefits and Community



Administrative Exemption



Length of Assignment

Full-Time At-Will

Position Function

The Assistant Director of Gifts and Records Administration:
-Expands the use of automation to reduce the reliance on manual entry in the gift processing and records management areas.
-Manages projects in the areas of development, implementation and execution of process improvement initiatives that support the functions of the Advancement Services department.
-Partners with the Advancement Services data integrity team to ensure all processes are aligned and consistent with data integrity practices.

Minimum Education

Bachelor’s degree from an accredited institution OR an associate’s degree and two years of related experience will be accepted in lieu of a bachelor’s degree.

Minimum Experience

At least one year of related experience.

Minimum Other

Ability to effectively manage projects, organize work and meet deadlines.

Detail orientated with the ability to think critically and make decisions in validating large data sets.

Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

Ability to edit and check the work of others and maintain a high degree of confidentiality and responsibility regarding information related to Foundation and University business and confidential constituent information.

Authorization to work in the US

Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

Preferred Education

Preferred Experience

Three or more years of experience in project management, accounting, record-keeping and/or data integrity projects.

Experience in a higher education setting.

Experience with relational databases.

Experience with CASE or AFP development accounting standards.

Knowledge of higher education and university advancement operations.

Knowledge of Raiser’s Edge.

Preferred Other

Pre-Employment Screening

Requires successful completion of a background check and education verification.

Position Title(s) Supervised

Student employees or graduate assistants.

Required Certifications

EEO Statement

Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status or any other legally protected status.

EEO /AA Employer/Veterans/Disabled.

About Ball State University

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 22,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 120 undergraduate programs. We offer more than 140 master’s, doctoral, certificate, and specialist degrees, with many of them ranking among the best in the nation. Ball State aspires to be the model of the most student-centered and community-engaged of the 21st century public research universities, transforming entrepreneurial learners into impactful leaders – committed to improving the quality of life for all.


BSUF Advancement Services and IT:115007

Department Information

Department Email or Phone Number

Duties & Responsibilities



Job Duty

Develop, execute and manage the implementation of projects involving automated processes for uploads/imports that create or update biographical data on alumni, donor, and organization records in the alumni and donor database to reduce manual data entry; provide guidance, cross train staff and oversee student workers on correct procedures to maintain healthy data. Utilize critical analysis to arrive at decisions involving validating large data sets.



Job Duty

Develop and project manage the implementation of automated processes for uploads/imports for gift batch processing to reduce manual entry of gifts into constituent database from external sources. Provide direction and guidance to gifts processing team on the correct procedures for performing imports and uploads.



Job Duty

Partner with other University offices and campus partners on the accurate and timely sharing of data used for the recording of gifts and constituent information.



Job Duty

Create high quality, reliable reports and audits for all gifts to ensure database accuracy; Perform monthly reconciliation with Finance and Donor relations on gifts, including gifts in holding.



Job Duty

Collaborate with third-party partners, such as NCOA updates or the State of Indiana for license plate files for the purposes of uploading/importing biographical information. Manage the sources of imported data from affiliated internal platforms including phonathon, alumni online community and the alumni directory; manage import process of new graduates, parents and employees from Banner.



Job Duty

Research, track trends and identify tools and resources that support data enrichment and the importing of gifts and records; make recommendations that are most appropriate for specific information needs and manage the implementation of such tools and resources.



Job Duty

Craft, revise and update department policies, procedures and standards, as needed; Revise and edit written processes and procedures related to gift and biographical entry and update with current methods and standards. Make recommendations regarding system efficiencies, staffing and policies pertaining to gifts and records.



Job Duty

In collaboration with Director of Records Management and the data integrity team, work to develop proactive strategies to constantly improve the integrity of the data in the database. Develop reports and statistics to monitor data integrity, database changes, and address accuracy.



Job Duty

Work in partnership with the Finance and Donor Relations teams to ensure Fund data is current and accurate at all times; provide guidance for updating, exchanging and auditing this information across platforms.



Job Duty

Perform other related duties as assigned.

Posting Number


Number of Vacancies


Desired Start Date


Position End Date (if temporary)

Open Date


Applications Accepted Through Date


Open Until Filled


Information regarding transcripts

The option to upload transcripts is available. Original, official transcripts showing the highest related degree earned is required at the time of hire (even if obtained at BSU). Degree verification will be conducted.

Special Instructions Summary

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Undergraduate Transcripts
  2. Letter of Recommendation 1

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