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Assistant Director of Advancement Services for Gift Administration

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Type: Full-time
Campus: Mount Carmel - Hamden, CT
Categories: Staff

Overview: Quinnipiac University invites applications for an Assistant Director of Advancement Services for Gift Administration. In this role, you will be responsible for overseeing all aspects of gift administration and reporting on the gifts received, as well as providing detailed gift, fund, donor and campaign reports for internal and external purposes. You will also serve as primary liaison on all gifts with the Controller’s Office, Payroll, and Matching Gift Companies.
About Quinnipiac: Quinnipiac is a private, coeducational, nonsectarian institution located 90 minutes north of New York City and two hours from Boston. The university enrolls 7,000 full-time undergraduate and 3,000 graduate and part-time students in 100 degree programs through its Schools of Business, Communications, Education, Engineering, Health Sciences, Law, Medicine, Nursing and College of Arts and Sciences. Quinnipiac consistently ranks among the top regional universities in the North in U.S. News & World Report's America's "Best Colleges" issue. Quinnipiac also is recognized in Princeton Review's "The Best 380 Colleges." Quinnipiac has been named a "Great College to Work For" as determined by a comprehensive industry survey. For more information, please visit www.qu.edu. An education at Quinnipiac embodies the University's commitment to preparing graduates for 21st century careers and citizenship, creating an inclusive, excellence-driven community, nurturing and positively impacting internal, local and global communities and fostering lifelong connections and success. The University believes in educating a diverse student body to become valued and contributing members of their communities through vital and purposeful educational programs. Students engage with real-world issues through practice and considering different perspectives. The University's innovative curriculum further prepares undergraduate and graduate students to understand their roles and responsibilities as members of the Quinnipiac community as well as the larger national and global communities.
Responsibilities:
  • Define workflows based on the complexity/type of gift to determine who will process the gift and how the gift will be processed
  • Oversee the processing of all major gift pledges, gifts, bequests, grants and sponsorships received by the university to ensure that they are recorded in a timely manner and in accordance with IRS and CASE rules and standards. Review all gifts to determine the level of processing, research, and set-up required based on the type, complexity and amount of the gift in order to ensure proper processing
  • Supervise and verify the work of gift entry staff (secretary/bookkeeper) and student workers
  • Work closely with the Director of Donor Relations and Fund Management in support of endowment reporting, fund management and providing support for each school related to school-based gifts and reporting
  • Set up new funds: create designation fund numbers, submit new department request forms and documentation to the Controller’s office; ensure that new funds are set up properly to completion; work to update fund criteria and details as needed.
  • Conduct research on all gifts as needed to ensure that IRS and CASE rules are being followed and that all issues are resolved before the gift is input
  • Coordinate all gift entry during high volume of activity such as giving days and annual fund challenges
  • Research a variety of gifts including cash, checks, credit cards, online gifts, stocks, grants, wire transfers, gifts-in-kind, etc. to resolve issues such as legal and soft crediting, donor-advised funds (DAF’s) vs. donor-directed funds, company vs. employee contributions, IRS requirements, donor identification, etc
  • Work closely with Directors of Development and Gift Officers to ensure that gifts from major donors are properly recorded according to the wishes of the donors and are properly reflected in internal and external reports. Consult with gift officers and donors to acquire new or additional criteria on gifts that are incomplete or are in ‘temporarily holding’ accounts. Ensure holding accounts are reviewed on a monthly basis to direct gifts to their proper designations/fund
  • Process complex gifts, including highly anonymous gifts from donors whose identities are confidential.
  • Design and prepare detailed and complex gift, donor, fund, and campaign reports
  • Provide monthly reporting mechanisms to each school and auxiliary areas
  • Set up the automated processes and codes that are used by the staff to track gifts and to generate acknowledgement and reminder downloads. Review all new solicitations to determine if they are candidates for acknowledgement and reminder automation. Oversee the distribution and follow-up for all non-automated acknowledgements
  • Prepare non-automated reminder data for leadership gifts and distribute to appropriate staff for processing
  • Proactively identify gifts that could generate additional income for the university through special handling by fundraising staff or through untapped matching gift potential
  • Work with fundraising staff to update gift reports, acknowledgement letters, reminder vehicles, and solicitation materials as needed and to verify that they meet gift accounting standards
  • Serve as the primary liaison with the Payroll Dept. to manage payroll deduction gifts
  • Establish and document gift processing and reporting procedures. Streamline existing procedures and automate manual processes where appropriate
  • Work with matching gift companies and their administrators to facilitate matching gifts to Quinnipiac.
  • Design and oversee a system to track matching gifts, including those that are delivered in conjunction with various online gift payments
  • Train staff on gift entry, gift reporting, matching gift processing and other gift-related tasks as needed
  • Stay current on IRS and CASE regulations and gift accounting guidelines
  • Perform specific tasks as assigned by the Associate Vice President for Advancement Services
Education Requirements:
  • Bachelor's degree in accounting or business-related field required
  • Experience may substitute for some of the above education
Qualifications:
  • 2-5 years of experience in advancement services with a background in business
  • Excellent analytical, organizational, problem-solving, and communication skills
  • Meticulous attention to detail
  • The ability to multi-task and to work with a large volume of data under time constraints
  • High-level of competency with Excel and Word, particularly for merging data
  • Solid knowledge of fundraising, IRS and CASE gift accounting standards, and the ability to set up database queries on a computer system such as Colleague or other fundraising databases
  • Demonstrated ability to work with diverse populations and a commitment to diversity and inclusion
Special Instructions to Applicants: TO APPLY:

Applications must be submitted electronically and include a resume, cover letter addressing how your experience supports the requirements of this position and Quinnipiac's commitment to diversity and inclusion, and contact information for three references on the application form.

Quinnipiac University has a strong commitment to the principles and practices of diversity and inclusion throughout the University community and welcomes candidates who enhance that diversity.

We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.

Quinnipiac University is an Equal Opportunity Employer.

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