Assistant Director of Gifts and Records Administration

Ball State University

Muncie, IN

ID: 7070654 (Ref.No. BSU22668)
Posted: October 6, 2020
Application Deadline: Open Until Filled

Job Description

The Assistant Director of Gifts and Records Administration:
-Expands the use of automation to reduce the reliance on manual entry in the gift processing and records management areas.
-Manages projects in the areas of development, implementation and execution of process improvement initiatives that support the functions of the Advancement Services department.
-Partners with the Advancement Services data integrity team to ensure all processes are aligned and consistent with data integrity practices.
The Ball State University Foundation welcomes applications for an Assistant Director of Gifts and Records Administration.

Job Function:

The Assistant Director of Gifts and Records Administration:
-Expands the use of automation to reduce the reliance on manual entry in the gift processing and records management areas.
-Manages projects in the areas of development, implementation and execution of process improvement initiatives that support the functions of the Advancement Services department.
-Partners with the Advancement Services data integrity team to ensure all processes are aligned and consistent with data integrity practices.

Minimum Education:

Bachelor’s degree from an accredited institution OR an associate’s degree and two years of related experience will be accepted in lieu of a bachelor’s degree.

Minimum Experience:

At least one year of related experience.

Preferred Experience:

Three or more years of experience in project management, accounting, record-keeping and/or data integrity projects.

Experience in a higher education setting.

Experience with relational databases.

Experience with CASE or AFP development accounting standards.

Knowledge of higher education and university advancement operations.

Knowledge of Raiser’s Edge.

Duties and Responsibilities:

  • Develop, execute and manage the implementation of projects involving automated processes for uploads/imports that create or update biographical data on alumni, donor, and organization records in the alumni and donor database to reduce manual data entry; provide guidance, cross train staff and oversee student workers on correct procedures to maintain healthy data. Utilize critical analysis to arrive at decisions involving validating large data sets.
  • Develop and project manage the implementation of automated processes for uploads/imports for gift batch processing to reduce manual entry of gifts into constituent database from external sources. Provide direction and guidance to gifts processing team on the correct procedures for performing imports and uploads.
  • Partner with other University offices and campus partners on the accurate and timely sharing of data used for the recording of gifts and constituent information.
  • Create high quality, reliable reports and audits for all gifts to ensure database accuracy; Perform monthly reconciliation with Finance and Donor relations on gifts, including gifts in holding.
  • Collaborate with third-party partners, such as NCOA updates or the State of Indiana for license plate files for the purposes of uploading/importing biographical information. Manage the sources of imported data from affiliated internal platforms including phonathon, alumni online community and the alumni directory; manage import process of new graduates, parents and employees from Banner.
  • Research, track trends and identify tools and resources that support data enrichment and the importing of gifts and records; make recommendations that are most appropriate for specific information needs and manage the implementation of such tools and resources.
  • Craft, revise and update department policies, procedures and standards, as needed; Revise and edit written processes and procedures related to gift and biographical entry and update with current methods and standards. Make recommendations regarding system efficiencies, staffing and policies pertaining to gifts and records.
  • In collaboration with Director of Records Management and the data integrity team, work to develop proactive strategies to constantly improve the integrity of the data in the database. Develop reports and statistics to monitor data integrity, database changes, and address accuracy.
  • Work in partnership with the Finance and Donor Relations teams to ensure Fund data is current and accurate at all times; provide guidance for updating, exchanging and auditing this information across platforms.
  • Perform other related duties as assigned.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.



 

Apply Now

Please mention to the employer that you saw this ad on UniversityJobs.com