Manager, Gift Services

Salem State University
November 8, 2018
Salem, ma
Job Type


General Statement of Duties:

Reporting to the director of advancement services, the assistant director, gift services is responsible for overseeing the daily operations of the Gift Services team, managing the timely recording and acknowledgment of charitable gifts to the university. The assistant director directly supervises the electronic computer operator II. The assistant director plays a key role in the leadership of the advancement services department. This individual oversees all activity relating to recording, balancing and maintaining the transaction information of gifts, pledges, payments and bequests, as well as the receipting of gifts, reminding of pledge obligations, and performing pledge write-offs (individual or mass), adjustments, and voids.

Duties and Responsibilities:

  1. (E) Manages processes and daily workflow for the accurate and timely recording of checks, credit cards, stocks and electronic funds transfers for receipting, collection and acknowledgment of gifts, pledges, payments and bequest transactions, including direct supervision of staff. Communicates with Director of Advancement Services to ensure accurate recording of gifts to ensure financial integrity. Adjusts gifts and pledges as directed by Institutional Advancement and Foundation staff
  2. (E) Develops and implements procedures to ensure accurate and timely processing of gifts, pledges and payments into the Raiser’s Edge database. Oversees generation of pledge reminders and pledge write-offs
  3. (E) Performs internal audit of gifts, gift batches and other data integrity processes for compliance with university, industry and IRS standards. Manages and documents procedure to maintain Payment Card Industry compliance for Gift Services
  4. (E) Generates regular reports to reconcile financial reports, produce error-checking reports, pledge receivable reports, weekly transaction reports
  5. (E) Develops and manages process to reconcile and balance transaction batches for submittal of interface file and summary interface reports to the Foundation office
  6. (E) Communicates with Institutional Advancement colleagues and other university departments regarding allocation, handling and receipting of gifts, including: gift-in-kind value, matching gifts, estate gifts, stock gifts, grants, and employee payroll deductions. Communicates with donors as needed to confirm donor intent or update information
  7. (E) Liaison to Finance and Business and Foundation offices on matters concerning fund account creation, deactivation, updating fund terms and Foundation audits
  8. (E) Manages and advises on pledge monitoring and write-off process. Performs adjustment transactions, corrections and write-offs, and ensures consistent, timely communication with donors for same
  9. (E) Prepares reconciliations for pledges, contributions receivable, departmental gifts, departmental endowments and sub-fund reconciliations
  10. (E) Posts gift transactions daily to Financial Edge accounting software
  11. (E) Processes payroll deductions in collaboration with the payroll supervisor, reconciles batch and resolves any outstanding issuesp
  12. (E) Reviews and advises on the creation and amendment of gift agreements, letters of intent and scholarship terms in collaboration with gift officers, foundation staff and legal counsel
  13. (E) Completes miscellaneous report requests and performs ad-hoc report analysis as needed
  14. (E) Coordinates and facilitates annual tax year-end donor receipt mailing
  15. (E) Recruits, hires and manages staff member and students for the gift services team
  16. Serves on committees as requested
  17. Demonstrate sensitivity to students, faculty and staff of varying racial, ethnic, religious, gender, sexual orientation, cultural, disability and socioeconomic backgrounds and learning styles
  18. Serve as a role model and mentor for students as appropriate
  19. Performs other duties as assigned by the director and/or associate vice president

Required Qualifications:

  1. Bachelor's degree
  2. Three years of experience related to gift processing and records maintenance in a relational database, such as Raiser’s Edge
  3. Demonstrated understanding of advanced office methods, procedures, practices, and bookkeeping or accounting knowledge. An understanding of the relationship of these policies and procedures to those of the university and foundation is critical
  4. Demonstrated ability to maintain strict confidentiality and exercise discretion and sound judgment in dealing with donor records and information is critical
  5. Demonstrated ability to learn, interpret, and apply a variety of complex policies and procedures with minimal guidance; collaboration with other departments on campus in the interpretation and enacting of these policies and procedures is required
  6. Experience handling multiple special projects on an ongoing basis while addressing daily needs of the office

Preferred Qualifications:

  1. Previous supervisory experience
  2. Experience in an institution of higher education, or an environment of similar complexity
  3. Strong computer skills, including data entry, word processing and spreadsheets
  4. Excellent analytical, organizational and communication skills, both written and oral
  5. Ability to train others and explain processes and procedures in a clear and concise manner
  6. Excellent customer service skills and demonstrated ability to work cooperatively and collegially with colleagues, students, alumni and donors

Working Conditions:

Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities.

Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting and standing, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 10 pounds.

Availability to work some evening or weekend hours during peak periods, particularly at calendar year-end and fiscal year-end may be required.

Special Instructions to Applicants:

Please apply online and attach resume and cover letter.

Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check.

EEO Statement:
Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.

Please Note: If there is no application deadline associated with a position, it may come down at any time. Once a posting is removed, additional applications will not be accepted.

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