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Advancement Operations Administrator

Employer
University of the District of Columbia
Location
District of Columbia, United States
Salary
Salary Not Specified
Posted Date
Jan 3, 2022

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs, Development & Advancement, Alumni Affairs
Employment Type
Full Time
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Description




Number of Vacancies: 1

Area of Consideration: Open To The Public

Position Status: Full-Time, Regular

Pay Plan, Series & Grade: DS0058/6

Salary Range: $63,294 – $80,566

Closing Date: Open Until Filled

Location: 4200 Connecticut Ave NW, Washington, DC 20008

Brief Description of Duties

The Advancement Operations Administrator executes all financial reporting, database management, and administrative functions of the Office of Advancement and the UDC Foundation. The Administrator is responsible for developing and implementing policies, procedures, and implementing efficient and accurate gift processing, bookkeeping, data management, reporting, and analysis. This position reports to the Vice President for Advancement.

Essential Duties and Responsibilities

Fundraising Operations
  • Implements the accurate and timely processing of individual and corporate pledges and gifts, grants, sponsorship payments and fundraising event registrations.
  • Executes recurring giving program and the “renewal” process for annual fund donors and giving circle members.
  • Administers year-end donor acknowledgement statements.
  • Creates queries and reports from our constituent relationship management (CRM) software system (currently Blackbaud’s Raisers Edge) and other databases used by the Office of Advancement and the UDC Foundation.
  • Works with VP for Advancement and the Advancement team to implement fundraising activities.
  • Works with fundraising staff and volunteers to prepare, review and disseminate reports that track fundraising progress, quarterly KPIs, and progress towards annual objectives.
  • Accurately processes constituent information into the office’s CRM. This includes all information received by the donor, prospect manager, third-party data cleaning services, research services, and screening services.
  • Maintains the overall database integrity and quality, including routine data improvement, data auditing, practice enforcement, security and code value management, systems checks, and database functions, and identifies opportunities for systems integration for improved data quality, reduced data entry, and increased cross-departmental collaboration. Works with other departments to maintain data harmony across multiple systems.
  • Develops, creates, and maintains policies and procedures for data entry, audit, and analysis to ensure optimal database organization and data hygiene, as well as policies and procedures for efficient and effective fundraising operations (such as Standard Operating Procedures).
Financial Operations
  • Works hand in hand with the Foundation’s retained accounting consultants to process accounts payable, accounts receivable, payroll and accounting functions using the following web-based software platforms: Raisers Edge, Bill.com, ADP and Sage Intacct.
  • Performs gift accounting for accurate and timely entry of all charitable gifts and pledges into the CRM database.
  • Reviews and processes monthly bills and invoices using the Bill.com platform.
  • Ensures gift records and tax receipts are compliant with FASB and IRS policies. This includes procedures to accurately enter, audit and report gifts, gift flow, and pledge expectancies. Ensures proper controls are in place for a seamless and efficient auditing process.
  • Supports the management of the VP for Advancement’s development calendar, scheduling and preparing meetings and donor site visits.
  • Works with Student Accounts to prepare list of scholarship payments; distribute checks accordingly.
Office Administration
  • General administrative duties including preparation and distribution of mailings, copying/faxing, and maintaining employee and volunteer contact lists.
  • Works with VP for Advancement to coordinate quarterly Board of Director meeting and Board Committee meetings, prepare meeting packets and distribute minutes and materials.
  • Supports virtual and live UDC Foundation and Office of Advancement events, including logistics coordination and day-of support.
  • Recruits and supervises student workers and interns to assist
Minimum Job Requirements
  • Bachelor’s degree from an accredited institution.
  • Minimum three-to-five years’ experience in administrative support roles with demonstrated expertise in gift processing, accounts payables, and donor and board relations or a combination of two years of experience and graduate studies.
  • Strong competency in records management, bookkeeping, filing and office administration.
  • Experience designing and generating clear financial reports that meet the needs of various user groups, including financial reconciliations and pipeline reporting.
Information to Applicant

Collective Bargaining Unit (Union): This position is not part of the collective bargaining unit.

Employment Benefits: Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the University of the District of Columbia' s retirement plan (TIAA).

Equal Opportunity Employer: The District of Columbia Government is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Notice of Non-Discrimination: In accordance with the D.C. Human Rights Act of 1977, as amended, D.C. Official Code, Section 2-1401.01 et. seq., (Act) the University of the District of Columbia does not discriminate on the basis of actual or perceived actual race, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, marital status, personal appearance, genetic information, familial status, source of income, status as a victim of an intrafamily offense, place of residence or business, or status as a covered veteran, as provided for and to the extent required by District and Federal statutes and regulations. Sexual harassment is a form of sex discrimination which is also prohibited by the Act. In addition, harassment based on any of the above protected categories is prohibited by the Act. Discrimination in violation of the Act will not be tolerated. Violators will be subject to disciplinary action.

Veterans Preference: Applicants claiming veterans preference must submit official proof at the time of application.

Visa Sponsorship: At this time, the University of the District of Columbia does not provide sponsorship for visas (e.g. H-1B). This position is also ineligible for Optional Practical Training (OPT).

Residency Preference: A person applying for a position who is a bona fide District resident at the time of application for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency on or before the effective date of the appointment and maintain such residency for 7 consecutive years from the effective date of the appointment. Failure to maintain bona fide District residency for the 7-year period will result in forfeiture of employment.

Drug-Free Workplace: Pursuant to the requirements of the Drug-Free Workplace Act of 1988, the individual selected to fill this position will, as a condition of employment, be required to notify his/her immediate supervisor, in writing, not later than five (5) days after conviction of any criminal drug statute occurring in the workplace.

Background Investigation: Employment with the University of the District of Columbia is contingent upon a satisfactory background investigation. The determination of a 'satisfactory background investigation' is made at the sole discretion of the University of the District of Columbia. The University may refuse to hire a finalist, rescind an offer of employment to a finalist or review and may terminate the employment of a current employee based on the results of a background investigation.

Disposition of Resume: Resumes received outside the area of consideration and/or after the closing date will not be given consideration. You must resubmit your resume to receive consideration for any subsequent advertised position vacancies. For the purpose of employment, resumes are not considered job applications. Therefore, if selected for employment a UDC application will be required.

Job Offers: Official Job Offers are made by the University of the District of Columbia, Office of Human Resources only.

Contact Information: All inquiries related to employment and job applications should be directed to UDC Office of Human Resources at (202) 274-5380.

The University of the District of Columbia is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. For a full version of the University’s EO Policy Statement, please visit: https://www.udc.edu/human-resources/equal-opportunity/ .



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