Director of Gifts and Records Administration

Fairfax, VA
Commensurate with education and experience.
Sep 26, 2020
Oct 13, 2020
Full Time
Director of Gifts and Records Administration

The George Mason University Office of Advancement and Alumni Relations invites qualified candidates to apply for a full-time Director of Gifts and Records Administration position. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.

The division is committed to serving the academic agenda of the university, creating a culture of philanthropy in the extended GMU community, and pursuing excellence and best practices in its work. Integrity, collegiality, diversity, accountability, mutual trust, and respect for the individual as well as the intentions of our donors are the values that guide the division's work.

The Gifts and Records Administration team supports the fundraising efforts of George Mason University by accurately processing each donor's contribution and by maintaining an up-to-date demographic record of alumni, parents, friends, and donors of George Mason University. The team works in partnership with schools, units, and divisions across the University to enhance a donor's experience throughout the life cycle of their giving.

Responsibilities: The Director of Gifts and Records Administration provides leadership, strategic direction, and oversight for the entire gift processing operation. The Director oversees and monitors data input accuracy within the department and beyond, updating and maintaining processes while adhering to University-wide policies and procedures and responding to user requests for gift and pledge information. The Director is responsible for upholding consistent gift recording and acceptance standards, and securing and preserving highly sensitive data.

Duties include: * Provide effective leadership, supervision, mentoring, and professional development to staff members in the optimum performance of their roles. This includes regularly evaluating staff performance against established annual goals and work plans, ensuring alignment of activities with the priorities of the University and the Office of Advancement and Alumni Relations; * Establish, document, and disseminate operating principles, quality control standards, policies and processes for the daily collection, recording, receipting, depositing, and maintenance of gift revenues, pledges and other financial transactions in both electronic and paper form, including reconciliation with third-party services such as credit card processors; * Perform organizational and process analysis and develop plans to improve quality, gift processing production cycle time, and cost. Synthesize analysis into operational insights and practical recommendations to assess risk and financial impact; * Work with the Data Integrity Manager, Donor Relations, and the Advancement Systems team to establish, document, and disseminate operating principles, quality control standards, policies, and processes for biographical records and data; * Develop an approach for keeping abreast of volume, value, and status of gifts flowing-in through multiple channels in the absence of any technology-supports mechanism for doing so and use the approach to manage staffing levels and the monthly close schedule; * Prepare reports and review data integrity; * Serve as the primary contact and gift liaison with University Advancement staff members and other University departments regarding issues pertaining to gift administration; * Promote understanding and ensure compliance with Federal and State laws, University policies, and industry best practices. This includes the knowledge of applicable regulations and accounting practices that comply with IRS and industry standards pertaining to the processing and receipting of donations and CASE reporting standards; * Provide expertise on gift acceptance policies and procedures, fund accounting, and related policies, procedures and standards. In collaboration with Donor Relations & Stewardship, act as a resource to interpret intent of gift provisions and verify compliance with established gift acceptance and administration policies. Ensure the quality of gift data, review tax receipts, and respond to donor requests received via phone and e-mail; * Serve as the primary point person for gift-in-kind donations to ensure gifts are properly credited and receipted; * Review all signed gift agreements for proper coding and allocation. Ensure complex gifts are properly documented and recorded; * Review mass solicitations for proper coding, allocation, and compliance with Federal and State laws, University policies, and best practices; * Oversee and affirm the accuracy of annual reports, surveys, and benchmarking data related to gift revenues; * Ensure the safeguarding and security of incoming cash, checks, and credit card data through following University, industry, and PCI regulations and standards; * Recommend products, services, processes, and policies that enhance the gift administration function, create efficiencies, and leverage matching gift revenues. Required Qualifications: * Master's degree or equivalent combination of Bachelor's degree and experience; * Five or more years of experience in advancement services or gift and pledge processing; * Familiarity with all gift types, including but not limited to: stocks, gift-in-kind donations, bequests, pledges, credit cards, payroll deductions, cash, checks, wire transfers, securities, and personal property; * Familiarity for gifts received through a multitude of channels, including but not limited to: online giving, direct response marketing, corporate matching gift programs, fundraising events, and major and principal gift fundraising; * Understanding of IRS regulations and CASE guidelines; * Knowledge of financial processing and reporting; * Advanced computer skills required including a working knowledge of development and financial systems, Microsoft Office and experience with CRMs; * Strong analytical and planning skills; * An aptitude for the management and effective use of information systems; * Ability to work independently and communicate effectively to managers and co-workers; * Attention to detail and strong communication skills, along with significant organizational skills required; * Ability to define goals and objectives and develop and implement strategic plans to accomplish University Advancement's operational goals; * Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of academic and administrative staff; * Knowledge of PC Hardware & Software packages; * Willingness and ability to work during University breaks and high-volume giving times. Preferred Qualifications: * Master's degree; * Three or more years of supervisory experience; * Knowledge of the Ellucian Advance Alumni/Development System is highly desirable; * Knowledge of Salesforce Advance Alumni/Development System; * Experience with iModules; * Previous higher education or nonprofit administrative experience.

This position is considered an essential employee and will require the incumbent to report onto campus during the Fall semester.

"For full consideration, applicants must apply at ; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information."

"Great Careers Begin at Mason!

George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at!

George Mason University, Where Innovation is Tradition."

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