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Assistant Director, Records

University of Dayton
Ohio, United States
Salary Not Specified
Start date
Nov 21, 2023

Position Summary:

The University of Dayton is a top-tier Catholic, Marianist research university with academic offerings from the undergraduate to the doctoral levels. Our mission is to educate the whole person and link learning and scholarship with leadership and service. University Advancement promotes a culture of philanthropy, volunteer engagement and lifelong relationships in support of the University’s mission. As we enter into a comprehensive fundraising campaign, we are growing our exceptional team of passionate, mission-driven Advancement professionals, looking for an Assistant Director, Gift Records, who will support the fundraising and engagement efforts of the Advancement Division.

The Assistant Director, Gift Records provides expertise, oversight and quality control for receiving, recording and depositing all gifts to the University in a timely, accurate and efficient manner for the facilitation of gift acknowledgments, reports and development priorities. The position performs a variety of office functions related to gift processing and is responsible for the review of all outright gifts and commitments made to the university along with ensuring appropriate documentation. The Assistant Director reports to the Director, Gift and Data Records and supervises the gift processing staff to ensure the timely processing of gifts as well as the preparation and distribution of receipts and pledge reminders.

Responsibilities include closing the gift records monthly and facilitating reconciliation with the University Controller’s office. Problem-solving related to various gifts is required, often working with donors, staff, faculty and the controller’s office to find a resolution that recognizes the needs of a diverse set of concerns, such as fundraising reporting and reconciliation, University accounting and donor recognition. The Assistant Director, Gift Records is responsible for overseeing the thorough and accurate maintenance of biographical data related to gift processing to meet the needs of donors and facilitate the work of colleagues. The Assistant Director ensures that the donor’s needs are balanced with the administrative and documentation requirements of the University and applicable legislation. The position ensures integrity of the gift data and plays a key role in the ongoing development and implementation of effective data management. The ability to learn and utilize a variety of programs and technology and the ability to identify and improve upon process inefficiencies are important for this role. It also requires an analytical and resourceful person with exceptional attention to detail and accuracy, interpersonal skills, good judgment and the ability to work independently. Additional core responsibilities include new gift fund set up, gift adjustments, write offs, gift entry audits, reconciliation skills and management of bank transactions.

Minimum Qualifications:

• Bachelor's degree in accounting, finance or other business-related discipline
• Strong working knowledge of MS Excel
• Exceptional attention to detail and accuracy
• Aptitude for technology and varied software applications
• Sound judgment, decision-making, problem solving/analytical skills
• Solid interpersonal, written and oral communication skills

Preferred Qualifications:

While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:

• Three years of experience in a not-for-profit environment, preferably higher education and/or with specific responsibilities related to gift processing
• Experience in financial transaction processing, accounts receivable and data management
• Knowledge of Affinaquest or Raisers Edge fundraising software strongly desired or experience with databases in a non-profit setting
• Supervisory experience
• Organizational skills
• Ability to outline new procedures and train/support Advancement staff
• Ability to proofread for grammatical, typographical and spelling errors
• Aptitude for working with numerical data
• Knowledge of IRS laws governing charitable giving desired
• Ability to work collaboratively with senior management, colleagues and donors
• Customer service skills
• Ability to apply an ethical code and to handle confidential information with sensitivity and discretion
• Time management, project management and problem-solving skills
• Ability to consistently meet deadlines in an opportunity-driven, fast-paced and changing environment
• Experience providing process analysis

Special Instructions to Applicants:

To apply please submit a cover letter addressing each minimum qualification and any applicable preferred qualifications that you meet.

Closing Statement:

Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of race, color, national origin, religion, sex, sexual orientation or gender identity.

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