Advancement Services Manager (4352)

The Advancement Services Manager position serves as the lead staff member responsible for managing gift processing, donor acknowledgments, and various financial reports, and maintaining and enhancing stewardship programs. The Advancement Services Manager has significant responsibilities for data and gift entry to ensure all cash gifts, stock donations, and pledges are accurately recorded in the Raisers Edge database and reconciled with the Financial Office. This position also provides administrative support and assistance to the University Advancement department by answering and directing phone calls, assisting with data entry, and performing other duties as requested.

Job Responsibilities:

- Handle all duties related to processing recording and acknowledging gifts in the Raisers Edge.

- Manage and prioritize day-to-day gift processing activities and ensure accurate processing of checks, credit cards, and electronic funds transfers for unrestricted and restricted gifts and stewardship of gifts.

- Responsible for the optimization of all Advancement gift processing as well as ensuring that all processing is compliant with internal and external data privacy and gift recording policies, procedures, and regulations, including institutional, association, state, federal and international regulations and laws.

- Process data sets from Blackbaud Net Community (BBNC) and other external software solutions (Cvent, etc.) which include online donations, participant set up, profile updates and event registrations.

- Handle highly sensitive information and maintain strict confidentiality on all materials. Adhere to established University and departmental data integrity standards.

- Reconcile batches with Raisers Edge and prepare batches for daily deposit.

- Produce and distribute accurate tax receipts to donors for tax deduction purposes, ensuring accuracy and compliance with IRS guidelines.

- Generate and issue gift acknowledgement letters and tribute notifications for every gift within a designated benchmarked timeframe for Institutional Advancement and the Office of the President.

- Maintain accurate records of all gifts and receipts for audit purposes and maintain appropriate internal documentation for the University.

- Manage quarterly or as needed updates of acknowledgement letter templates including drafting new copy.

- Interact professionally with Life University donors to give gratitude while securing confidential gift information.

- Communicate with Director of Advancement Services to ensure accurate processing of gifts and to ensure financial integrity and accuracy.

- Communicate with the Database Administrator and Finance Department to resolve technical problems or adjustments that must be made to ensure accurate processing of gifts.

- Work with Director of Advancement Services and Database Administrator to develop and maintain procedures manual for usage of Raisers Edge as it relates to the Advancement Division.

- Serve as a point of expertise on gift processing matters including excellent knowledge of IRS and other gift reporting, recording and acknowledgment rules, regulations and processes.

- Manage bi-weekly employee payroll deductions with Payroll Supervisor, reconcile batches for posting.

- Process special handling of non-routine deposits.

- Record donor pledges in Raisers Edge and maintain all pledge files. Track outstanding pledges and produce pledge reminder letters to donors and reports as appropriate. Adjust gifts and pledges as directed by the VP or Director of Advancement Services.

- Implement and manage donor stewardship programs. Identify best practices at other organizations for stewardship planning and operation. Work with the Advancement Division to develop and implement stewardship strategies that strengthen long-term relationships with donors at various recognition levels.

- Ensure that details of stewardship plans are compiled and communicated to all involved parties, and that the plan is documented, implemented and included in the moves management system.

- Develop and maintain stewardship efforts in Raisers Edge; track information, monitor activity and produce reports.

- Coordinate stewardship information listed in University-wide publications and on the website.

- Log prospect and donor news, communication, and information into Raisers Edge records. Verify and update biographical data in Raisers Edge as provided by Development Officers, and constituent information on checks and/or correspondence to ensure the accuracy of the database.

- Assist with database projects as needed.

- Event management including but not limited to event setup and breakdown, management of attendee and donor check-in process, donation processing as needed.

- Provide all aspects of administrative support for departmental operations, including but not limited to answering phone calls and providing information about the programs within the department.

Additional Duties And Responsibilities

- Assumes additional responsibilities and performs special projects as needed or directed.

- Exhibits student centeredness in performance of all job duties.

- Treats all others with respect; understands the impact of culture/background on the behavior of others; respects differences among the Life University community and demonstrates inclusive behavior.

- Anticipates, listens to, understands, and responds to customer needs. Delivers work products and services to customers in a way that reflects positively upon the department and the University.

Qualifications

Required Qualifications

Education, Training and/or Experience

- A B.S. degree in Business Administration or the equivalent years of experience in Advancement Services is desired.

- Must have one (1) to three (3) years of experience in gift processing and strong Raisers Edge usage including queries, exports and reporting skills.

- Collaborative work style to support the Advancement needs for information.

Physical Demands

- Long periods of time working at a computer terminal.

- Nature of work requires the ability to operate standard business office equipment.

- Requires ability to communicate and exchange information, collect, compile, compare, and prepare work documents, set-up and maintain work files.

- Must spend majority of time concentrating on gift entry and management, donor relations, identifying and updating information and performing data entry input.

- Must be able to lift up to 25 lbs; retrieving and placing materials on high shelves and on floor-level shelves; standing, walking; carrying; grasping; hearing; seeing; sitting; kneeling; climbing; balancing; stooping; crouching and reaching.

Working Conditions

- Work performed in a general office environment.

- May require availability for overtime hours during peak periods.