Assistant Director, Gifts & Records

ABOUT UNIVERSITY ADVANCEMENT

Georgia State University Advancement works to further Georgia State’s status as a national leader in student success, research and innovation, and cultural impact. By connecting with alumni, engaging donors, and increasing philanthropic support for students and scholars, we’re helping to transform lives and build our global community. The University Advancement Division furthers the university and its mission through several departments, including Development, Corporate & Foundation Relations, Alumni Relations, and the Georgia State University Foundation.

Georgia State University Foundation, Inc.

At the Georgia State University Foundation, we approach our work with passion to be excellent, to positively impact the University’s donors on all levels, and to find innovative ways to ensure that we uphold the mission of the University. The foundation is registered to solicit charitable contributions with appropriate state governing authorities. By Supporting GSU’s mission through these contributions, the Foundation works with the rest of the University Advancement to identify, cultivate, solicit, and steward donors.

These are exciting times at the University Advancement. We are growing, and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to identify, cultivate, and steward donors.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do but because it makes us a stronger team.

University Advancement is seeking (1) Assistant Director, Gifts & Records to join the already incredible team taking Georgia State University to the next level of excellence!

WHAT MAKES UNIVERSITY ADVANCEMENT A GREAT PLACE?

• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• A knowledge-sharing organization that works collaboratively with cross-campus and external partners
• Professional development opportunity and mentorship
• A rapidly growing center within an academic setting

WHAT YOU WILL DO

Job Duties:

Constituent Management

• Monitor the Update Email Account and assign work to Gifts & Records (G&R) staff
• Review and evaluate incoming requests from development staff, university personnel, and donors regarding updates to constituent and organizational records, including changes to addresses, phone numbers, employment details, email addresses, and marital status.
• Ensure timely and accurate processing of these updates by either assigning the request to the Gifts & Records team or handling the update personally, based on the nature and urgency of the request.
• Create new constituent and organization records
• Update biographical information for constituents and organizations
• Run audit reports and assign cleanup tickets.
• Generate and review audit, validation, and other data integrity reports to ensure biographical updates are processed accurately and efficiently.
• Distribute reports to relevant data entry personnel to facilitate the correction of input errors and actively monitor compliance.
• Evaluate and merge duplicate constituent and organization records
• Conduct research to identify potential duplicate records for constituents and organizations within the database.
• Document findings and perform necessary analysis to confirm duplication.
• Merge verified duplicate records to maintain data integrity and ensure consistency across systems.
• Maintain board lists
• Collect and update board membership information at the start of each fiscal year for all University boards tracked in the database.
• Ensure accurate reflection of changes by verifying and recording details for both incoming and outgoing board members, maintaining up-to-date and reliable records.

Endowment/Gift Agreements

• Manage the gift agreement/amendment process.
• Utilize the information provided by the gift officer to populate the agreement template and produce the initial draft.
• Partner with the gift officer and other relevant stakeholders to refine the agreement, ensuring it aligns with all expectations and complies with the Foundation’s policies and procedures.
• Submit the finalized agreement for required signatures.
• Monitor the progress of the agreement through creation and approval processes.
• Share the fully executed agreement with all appropriate parties
• File the signed agreement in accordance with Foundation recordkeeping protocols

Designations

• Oversee the Project ID request/adjustment process via Formstack
• Utilize the information provided by the gift officer or other staff to populate the new project id request template and produce the initial draft.
• Partner with the gift officer or other relevant stakeholders to refine the form, ensuring it aligns with all expectations and complies with the Foundation’s policies and procedures.
• Submit the finalized project id request form for required signatures.
• Monitor the progress of the project id request form through creation and approval processes.
• Share the fully executed form with all appropriate parties
• File the signed the form in accordance with Foundation recordkeeping protocols
• Set up new designations/funds in Ascend.

Event Management

• Assist with the event approval process as necessary
• Verify the accuracy and completeness of event approval forms, ensuring all required documentation has been submitted.
• Communicate with the requester as needed to clarify event details or resolve missing information.
• Secure all necessary approvals from Foundation staff to finalize the event process and maintain compliance with institutional procedures.
• Create and manage event registration pages using current event software
• Obtain necessary information from the event requester and set up an event registration page in the current event software.

Matching Gift Management

• Verify employee donations for matching gift eligibility upon request from the donor’s employer, ensuring compliance with program guidelines and facilitating successful matching contributions.
• Track the fulfillment of expected employer matching gifts, ensuring timely receipt of contributions.
• Follow up with matching gift companies when gifts are not received within the anticipated timeframe to resolve delays and support donor intent.

Gift Processing

• Process various types of gifts and pledges as needed.
• Audit gift entries and finalize gift transmittals when necessary.
• Confirm correct processing of the daily gift sessions after the gift processors have completed the gift entry. Generate and transmit the gift posting report for Financial Edge to the Accounting staff.
• Set up products in Ascend for gift processing as needed.

Training

• Support the onboarding and training of new Alumni Development Specialists by providing guidance on the creation and maintenance of constituent and organization records.
• Ensure understanding of departmental policies and procedures governing data entry and updates, promoting consistency and accuracy in record management.

Other Duties

• This job description is not intended to be all-inclusive. It is understood that the employee will also perform other reasonably related business duties if requested by the supervisor. Job descriptions are reviewed periodically and may be revised if deemed necessary.
• Individuals will also be required to work some nights and weekends, when necessary, travel via plane, train, or car within and outside of the state of Georgia.

Qualifications

Minimum Hiring Standards:

• Bachelor’s degree and one year of related experience; or a combination of education and related experience.

Preferred Hiring Standards:

• 4 years of experience in gift processing/data management
• In-depth knowledge of fundraising software like Kindsight-Ascend, Raiser’s Edge, Banner
• Familiar with Microsoft Office Suite
• Some project management experience
• Familiar with Internet research tools like Lexis Nexis/Alumni Finder, LinkedIn, WhitePages, Obituaries.com