Associate Director of Gifts Records and Data Integrity

College of the Holy Cross•Worcester, MA

72d•Onsite

About The Position

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect—one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus. Learn more about Life at Holy Cross here. Reporting to the Director of Prospect Development and Advancement Services, the Associate Director of Gifts, Records and Data Integrity is a key member of the Advancement team who oversees the prompt and accurate recording of gifts and pledges as well as the maintenance, enhancement and safeguarding of all biographical and contact information on alumni, parents, donors and other constituents. The Associate Director helps to define and support related business strategies, goals and information needs that serve as the foundation for successful engagement and fundraising efforts for the division. This position will work closely with Finance in fund allocations and reconciliation of gifts.

Requirements

Bachelor’s Degree and a minimum of 3 years of relevant experience, preferably in gift accounting and records management.
A minimum of 4 years of direct experience with relational databases.
Experience in Salesforce platforms or equivalent non-profit CRMs, GiveCampus, HubSpot.
Experience in hiring, training, supervising, and evaluating staff.
Strong leadership and collaboration skills with a commitment to a team-based work environment.
Natural aptitude for technology and expertise with MS Office, including expert level use of Excel.
Knowledge of IRS regulations for gift accounting, CASE standards and Best Practices in Gifts and Records management.
Ability to problem-solve and use analytical skills to develop and implement creative solutions.
Strong interpersonal, written and verbal communication skills and attention to detail.
Ability to work both independently and as a collaborative member of the Advancement team.
Ability to take initiative to work proactively, meet deadlines, organize and prioritize multiple projects, think strategically, and work with numbers and data.
Exhibit personal integrity and ability to appropriately handle confidential and sensitive information.
Exhibit a positive attitude, strong work ethic, and sound professional judgment.
Dependability
Flexibility
Attention to detail
Service Oriented
Excellent Written & Verbal Communication
Proficient Problem Solving
Understands Risk Management
Excellent Innovation/Creativity
Strong Teamwork & Team Facilitation
Strong Interpersonal Skills
Ability to independently prioritize tasks and meet deadlines
Ability to meet the needs of a diverse fundraising program
Understands, values and respects diversity as an individual, in a team and within groups while fostering an inclusive and supportive environment.

Responsibilities

Oversees all aspects of gift accounting and biographical records within the college’s database of record.
In collaboration with key advancement colleagues, analyzes departmental information needs, identifying their impact on data entry and work flow.
Assists in the development of long and short term plans to meet business needs with a focus on customer service, best practice, continuous improvement, increased efficiencies, systems integration and the innovative use of technology.
Leads the development and implementation of ongoing data quality standards and internal financial controls following best practices in the industry.
Reviews, implements and documents comprehensive policies and procedures for all aspects of the gift and records team.
Builds and maintains clear lines of communication and high staff morale on the gifts and records team consistent with the college mission and values.
Builds collaborative partnerships with key members of the advancement program areas to ensure proper support and an integrated approach to data management.
Ensures fundraisers are informed and alerted regarding incoming gift from prospects as needed.
Develop protocols that optimize the use of the departmental database, develop and maintain data integrity reporting and help ensure the accuracy of fundraising and campaign reports (Fixing bad appeals, running gift processing (both involve SQL coding), oversight of NCOA process, Mass Adds in Advance, Class Agent Codes, TSMC creation).
Works closely with the Research and Prospect Management Team to enhance, maintain and share data that assists in the identification and tracking of prospects.
Work closely with Stewardship and Finance on the creation of new allocations including the review of gift agreements.
Work closely with the Annual Fund to plan and execute successful giving campaigns.
Work closely with Gift Officers to review pledge agreements.
Partner with the Office of Finance to ensure compliance with cash handling policies, IRS Gift Accounting guidelines and to provide documentation as needed.
Establishes and maintains collaborative partnerships with colleagues in key department on campus to ensure the timely exchange of critical biographical data.
Participate in college wide committees as appropriate.
Supervises all members of the Gifts and Records team, providing training, guidance and support for day to day responsibilities and overall workflow.
Designs and provides ongoing gifts and records training for staff and student workers.
Ensures successful daily reconciliation of gift processing, investigates discrepancies and communicates potential variances and/or significant changes to fundraising totals to key leaders in Advancement.
Ensures proper handling of questions from donors, alumni, staff and volunteers as needed.
Remain informed of central issues in the Advancement profession, maintain best practices in gift accounting and records management in accordance with CASE standards.
Participates in on-going professional development activities as relevant, to maintain and enhance skills and abilities and stay abreast of current trends in Gift Accounting and Records Management.
Other duties as Assigned