Assistant Director of Gifts and Records Administration
- Employer
- Ball State University
- Location
- Indiana, United States
- Salary
- Salary Not Specified
- Date posted
- Oct 6, 2020
View more
Job 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
https://www.bsu.edu/about/administrativeoffices/humanresources/jobs/benefits-and-community/professional-staff
Relocation
https://www.bsu.edu/about/administrativeoffices/humanresources/jobs/working-at-ball-state/relocation
FLSA
Administrative Exemption
Hrs/Week
40
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.
Department
BSUF Advancement Services and IT:115007
Department Information
Department Email or Phone Number
jagadbury@bsu.edu
Duties & Responsibilities
Ranking
1
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.
Ranking
2
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.
Ranking
3
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.
Ranking
4
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.
Ranking
5
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.
Ranking
6
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.
Ranking
7
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.
Ranking
8
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.
Ranking
9
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.
Ranking
10
Job Duty
Perform other related duties as assigned.
Posting Number
202000640P
Number of Vacancies
1
Desired Start Date
11/24/2020
Position End Date (if temporary)
Open Date
10/06/2020
Applications Accepted Through Date
11/02/2020
Open Until Filled
No
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
- Resume
- Cover Letter
- Undergraduate Transcripts
- Letter of Recommendation 1
Company
Founded in 1918 in Muncie, Indiana, the public research university has grown to more than 22500 students
Spirited and motivated, we learn, grow, and take flight. Our faculty and staff—everyone in our community—embrace students as learning partners from day one. In classrooms and labs, in immersive learning projects, on the sports fields—with creativity and determination—Cardinals Fly. We are grounded in our values, lifted by our knowledge, and go confidently upward toward ever greater opportunities. Ours is a simple promise: to challenge each other to excel. And with Beneficence as our guide—We Fly.
We are committed to excellence through a talented and diverse faculty and staff. Inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world. We are excited that you want to join us in these endeavors!
The university offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.
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