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Director of Advancement Records Management

University of Missouri - Columbia
Missouri, United States
Salary Not Specified
Start date
Oct 16, 2023

Hiring Department


Job Description

The Director of Advancement Records Management is vital to the division's records accuracy. This department determines the validity of funds donated (gifts) to the university for all university divisions. It identifies the correct placement of those funds into university accounts while following all applicable university-collected rules and governmental regulations, including GASB and IRS regulations.
  • Provide direction and answers (via email/phone) to donors, team members, and other directors regarding university and government policies and procedures regarding donations and bio information.
  • Guides managers/directors with planning new programs, fundraising efforts, and processes for Advancement. Adapts departmental plans and priorities to meet short-term service and operational objectives and address resource and operational challenges.
  • Serves on multiple committees and is in touch with various vendors to identify and test new technology to improve the team's accuracy and efficiencies.
  • Directs eight full-time employees in processing over $100 million in donations annually and maintaining and updating a biographical database of over 700,000 alumni.
  • Donations must be recorded quickly and accurately following University and IRS guidelines. Additionally, accurate tax receipts or acknowledgment letters must be sent to donors promptly. Coordinates training for new FTEs, procedure updates, career guidance, performance evaluation, etc.
  • Guides Advancement and Fiscal Officers by requesting new gift accounts in the PeopleSoft system. Directs and handles setting up the new allocations in Advance to match the attributes assigned in the financial system and any modifications to existing fields. This involves roughly 2k to 3k entries a year.
  • Reconciles the Development Pending account, an interest-bearing account used to hold donations given before the account paperwork is finalized and a new chart field created. Funds must be identified, tracked, and moved to the new account when completed in the PeopleSoft system and Advance, along with the gift fees and interest. This fund deals with several million dollars each year.
  • Reconciles the Development Clearing account. All donated funds, in any form, to the university flow into this account (checks, cash, GIKs, credit cards, PayPal, stock, IRAs, etc.). These funds must be identified and tracked as they flow in and are processed out of the account to the thousands of gift accounts on campus. This process is necessary to ensure the university follows the donor's wishes and university, GASB, and IRS guidelines. The exact number of yearly transactions is complex but amounts to over $100 million annually.
  • Works with Advancement Director of Compliance/Auditor to ensure that GASB/IRS donation standards are followed and PCI standards are upheld.
  • Performs other job-related duties as assigned.

Salary Range: $70,000-$82,000 Salary

Grade: GGS 012

University Title: Director II Advancement

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.


Monday thru Friday 8-5.

Minimum Qualifications

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

Preferred Qualifications
  • Prior experience in Advancement Services.
  • Prior management experience
  • Expert knowledge of core technologies currently utilized in Advancement, including but not limited to Microsoft Office Suite, CRMs, online giving platforms, etc.
  • Excellent communication skills, writing, verbal, and presentation development.
  • Job requires a high degree of independent judgment and complex problem-solving skills.
Application Materials

Resume and Cover Letter

Other Information

As one of Missouri’s largest employers, MU staff members enjoy exceptionally competitive health, PTO, and retirement plans. A few highlights:
  • Health Insurance -Three plans to choose from, including our Custom Network Plan; a cost-effective insurance option that utilizes our extensive network of MU-affiliated hospitals, clinics and pharmacies.
  • HSA - UM provides between $400 - $1200 in contributions to health savings accounts, depending on plans and dependents.
  • Dental - 100% coverage for preventative care, with no restrictions on network or non-network providers.
  • Vision - $0 copays on frames and contact lenses along with a $140 allowance, and a $10 copay on yearly eye exams.
  • Retirement - UM will match 100% of up to 8% of eligible pay contributed to a 457(b), with a three-year vesting period on university contributions.
  • Tuition Assistance - Up to 75% of tuition and supplemental fees waived for employees, and 50% waived for spouses and dependents.
  • Time Off - Separate vacation, sick leave, and personal day accrual, as well as nine paid national holidays.
  • Winter Break - The university observes a paid holiday for the period between Christmas Day and New Year’s Day.
Since 1839, and as Missouri’s only state-supported member of the Association of American Universities, the University of Missouri (MU) has been engaged in groundbreaking research and comprehensive academics that define its strength as a higher education institution. Today, MU supports 31,103 students in 300+ degree programs, including 97 undergraduate majors, 96 master’s degrees, 69 doctoral degrees, and over 70 certificates. Students work side by side with some of the world’s best faculty to advance the arts and humanities, the sciences, and the professions. At MU, scholarship and teaching are driven daily by a commitment to public service—the obligation to produce and disseminate knowledge that will improve the quality of life in the state, the nation, and the world. MU’s NCAA Division I Athletics program in the Southeastern Conference (SEC) has 550 student-athletes across 20 sports. There are 344,000 MU alumni living around the world, 185,000 of which remain in the state of Missouri, maintaining MU’s positive impact globally and locally.

On the heels of record retention and enrollment growth amidst unprecedented challenges facing higher education in 2020, the University of Missouri jumped 15 spots in the U.S. News & World Report list of top national universities, rising to 124 in the publication’s newest rankings of more than 380 public and private institutions. MU also moved up five spots, from No. 90 in 2020 to No. 85, among the Best Value Schools— a measure of colleges that offer the best value for students getting need-based financial aid. Additionally, the university climbed 13 spots to No. 86 among the Best Colleges for Veterans.
Mizzou Advancement emphasizes talent acquisition and professional development in service to its overall mission of enhancing private support of the University of Missouri. As a result, the division continues to attract top talent from around the country. Comprising 170 staff members with a presence across the United States and around the world. Mizzou Advancement is currently in the beginning of a 9- year campaign with the goal of $2 billion.

Benefit Eligibility

This position is eligible for University benefits. The University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, and educational fee discounts. For additional information on University benefits, please visit the Faculty & Staff Benefits website at

Values Commitment

We value the uniqueness of every individual and strive to ensure each person’s success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research and engagement.

Equal Employment Opportunity

Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. For more information, call the Director of Employee and Labor Relations at 573-882-7976.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.

Know Your Rights

To read more about Equal Employment Opportunity (EEO) please use the following links:

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