Number of Vacancies:
Area of Consideration:
Open To The Public
Pay Plan, Series & Grade:
$63,294 – $80,566
Open Until Filled
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
- 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
- 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
- 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).
- 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
- 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
- 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
- Supports the management of the VP for Advancement’s development
calendar, scheduling and preparing meetings and donor site
- Works with Student Accounts to prepare list of scholarship
payments; distribute checks accordingly.
Minimum Job Requirements
- 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
- Recruits and supervises student workers and interns to
Information to Applicant
Collective Bargaining Unit (Union):
- 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.
This position is not
part of the collective bargaining unit.
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
Applicants claiming veterans preference
must submit official proof at the time of application.
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
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.
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.
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.
Official Job Offers are made by the University
of the District of Columbia, Office of Human Resources only.
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