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Associate Director, Advancement Records Management

Providence College
Rhode Island, United States
Salary Not Specified
Posted Date
Oct 1, 2021

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Position Type
Administrative, Academic Affairs, Institutional Research & Planning, Business & Administrative Affairs, Computer Services & Information Technology, Other Business & Administrative Affairs, Financial Affairs, Development & Advancement
Employment Type
Full Time
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Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Title Associate Director, Advancement Records Management Overview
Oversee gift/data records management procedures and policies and create and maintain documentation, including gift, pledge, and acknowledgement administration standards. Ensure the accuracy and completeness of gift and constituent records data and build department-wide responsibility for data integrity, as well as finding new ways to increase efficiency in records management. Essential Duties:
1. Manage, hire, and train staff, graduate assistants, and student workers to guide the pro-active and accurate administration of gift/pledge transactions, receipting, acknowledgement workflow and distribution, and constituent data maintenance. Manage the distribution of work among team members. Conduct performance reviews and goal setting for direct reports. Oversee and ensure the accurate and timely distribution of gift acknowledgement communications and pledge reminders. Create gift acknowledgement and pledge reminder documents.
2. Ensure the accuracy and completeness of gift and biographic records. Perform regular audits and monitor gift/data entry. When volume requires, serve as an additional gift/data administrator; enter gift pledge batches, update data elements, run maintenance reports to identify issues that require administration.
3. Lead the development and implementation of ongoing data quality standards and internal gift administration standards and controls in compliance with IRS, CASE, FASB regulations and guidelines. Review, implement, and document comprehensive standards, policies, procedures, and work flow for all aspects of the gift and biographic entry and maintenance by direct reports and/or other Advancement staff with records creation/modification permissions. Create strategies and partner with colleagues in OIA and other departments for enhancing and updating constituent data in the Advancement CRM .
4. Communicate with donors, constituents, and OIA staff to ensure that donors and constituents have the information necessary to easily and accurately complete gift/pledge transactions and/or provide updated constituent information to OIA . Communicate with OIA staff to provide notification about incoming gift transactions and/or biographic data updates that may require their action.
5. Partner with units within the Finance department to promote understanding of the relevant regulations, standards, and practices related to Finance and Institutional Advancement functions; lead the reconciliation of gift/pledge data monthly, quarterly, and annually. Marginal Duties:
Perform all other duties as may be required. Education and Experience Required
  • Bachelor’s Degree from an accredited institution required
  • Minimum of five years’ experience in a position of comparable complexity and scope in gift accounting or records management, or extensive experience in a closely related field and/or an equivalent combination of education and experience
  • Strong leadership and collaboration skills with a commitment to a diverse and inclusive team-based work environment
  • Experience in hiring, training, supervising, and evaluating staff
  • Ability to take initiative to work proactively, meet deadlines, organize and prioritize multiple projects, think strategically, and work with numbers and data
  • Ability to appropriately handle confidential and sensitive information
  • Exhibit a positive attitude, strong work ethic, and sound professional judgment
  • Ability to manage ambiguity and competing priorities
  • Ability to problem-solve and use analytical skills to develop and implement creative solutions
  • Strong interpersonal, written, and verbal communication skills and attention to detail
  • Ability to work both independently and as a collaborative member of the Advancement team
  • Ability to quickly learn new technology and expertise with MS Office, including advanced level use of Excel
  • Through and complete knowledge of all aspects of gift and pledge processing and running of acknowledgments
  • Comprehensive knowledge of and experience in interpreting IRS regulations and CASE reporting and data entry standards as they pertain to administering charitable giving transactions and constituent data
  • Experience with, and knowledge of, data acquisition methods, techniques, and sources (including electronic sources) to efficiently upgrade data quality and efficiency.
Physical Demands
  • Sitting in a normal seated position for extended periods of time
  • Reaching by extending hand(s) or arm(s) in any direction
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
  • Communication skills using the spoken word
  • Ability to see within normal parameters
  • Ability to hear within normal range
  • Ability to move about
Employee Status Full Time Union Status Non-Union Shift: First If other, please enter regular schedule. EEO Statement
Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.
Requisition Number AS548P Closing Date Open Until Filled Yes Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * We require all employees to be vaccinated. Are you vaccinated or have a valid medical or religious exemption from receiving a COVID-19 vaccine?
    • Yes
    • No
Documents Needed To Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation

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