Assistant Director of Advancement Systems

Company: Jobleads
Location: Greensboro
Posted on: May 3, 2021

Job Description:

Assistant Director of Advancement Systems Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button. If you would like tobookmark this position for later review, click on the Bookmark link.If you would like to print a copy of this position for your records, click on the Print Preview link. Please see Special Instructions for more details. Guilford College does not discriminate on the basis of sex/gender, race, color, creed, religion, national origin, sexual orientation, gender identity, disability, genetic information, military status, veteran status, or any other protected category under applicable local, state or federal law, ordinance or regulation. See our full Statement of Non-Discrimination . Title Assistant Director of Advancement Systems Hiring Range $15.56 - $24.90 Department VP - Advancement Posting Number S00492 Exempt or Non Exempt Non-Exempt Reports to Assoc. VP for Advancement Operations Full or Part Time Full Time Number of Months 12 Months Work Schedule Monday through Friday 8:30 a.m. - 5:00 p.m. Position End Date (if temporary) Basic Function Reporting to the Associate Vice President for Advancement Operations, the Assistant Director of Advancement Systems provides administrative support to the Advancement Division with specific responsibility for gift entry and processing, production of individualized acknowledgement letters, management of the pledge reminder process, updating constituent information in two separate databases, building and maintaining queries and reports, delivering training in the area of self-service data delivery and maintaining the general office email account. This position will adhere to Guilford College's policies regarding gift, pledge and payment recording, as well as updating and validating information to maintain the integrity and accuracy of constituent records. Duties and Responsibilities GIFT ENTRY , ACKNOWLEDGEMENT AND PLEDGE PROCESSING - Coordinates and prioritizes daily gift processing activities including, but not limited to, mail collection/sorting, review of gift documentation, scanning of gift documentation into donor's records, maintenance of gift files and handling gift-related customer service calls, focusing on a positive donor experience.- Ensures accurate and timely processing of gift batches into the database including checks, credit cards, securities, electronic funds transfers, payroll deductions, monthly recurring gifts and matching gifts to adhere to 48-hour turnaround receipt/acknowledgment policy. Works closely with the Accounting Manager to ensure precise processing of gifts and to ensure financial integrity and accuracy.- Processes matching gift verification with employers to ensure payment.- Produces gift receipts and individualized acknowledgement letters as needed in a timely and accurate fashion.- Maintains pledge records/files; tracks outstanding pledges and produces donor-centric pledge reminders and reports as appropriate. RECORDS MANAGEMENT AND MAINTENANCE - Working closely with the Data Integrity Coordinator, creates new records and updates existing database records on a daily basis as needed by collecting information from a variety of internal and external sources including gifts, online information forms, campus updates, surveys, events, prospect meetings and research.- Coordinates updates from campus constituencies such as Human Resources and Registrar's Office.- Enters contact reports on behalf of staff and volunteers as needed.- Works closely with the Director of the Bryan Series to ensure that all sponsor and subscriber records are accurate and up-to-date on an ongoing basis. DATABASE REPORTING , QUERIES AND EXPORTS - Independently manages data and reporting requests and serves as the primary point of contact for data extraction and reporting.- Builds and maintains complex queries to support data needs of the Advancement Division.- Utilizes imports to update and apply various attribute and appeal codes as needed.- Develops and provides systems training, training programs and self-service training guides for users in individual, classroom-based or online/remote settings.- Develops and produces site/function-specific systems, applications and workflow documentation. OFFICE MANAGEMENT AND SUPPORT - Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries and directing them to the correct destination.- Ensures that gift letters, gift agreements and other documents are filed in paper and electronic format as needed.- Organizes and maintains hard copy files and file room(s).- Provides administrative support to Advancement staff and the division as needed.- Provides general office support including the ordering of supplies, storage and maintenance of equipment.- Serves as a Notary Public for the Advancement Division and other campus personnel as needed.- Works on special projects and teams as needed including assistance with coordinating special events, campus visits and meetings.- Performs other duties as assigned. Minimum Qualifications - Bachelor's degree and a minimum of two years' experience or a combination of education and experience for which comparable skills are acquired.- Proficiency with MS Office Suite.- Ability to learn complex data entry codes and procedures quickly.- Excellent organizational skills.- Excellent oral and written communication, and interpersonal skills.- Ability and commitment to employ sound judgement and maintain gift and record confidentiality.- A high level of integrity, honesty and strong work ethic.- Ability to work on multiple tasks with interruptions in an energetic environment.- Ability to take initiative and follow through.- Ability to work well under pressure with periodic heavy workloads (especially calendar and fiscal year-end).- Meticulous attention to detail and quality in accomplishing tasks- Ability to analyze problems, utilize internal or external resources, offer solutions to problems and implement solutions.- Confidence to perform under minimal supervision and act independently within the scope of normal duties and responsibilities.- Ability to work in a team-oriented, collaborative environment.- Enthusiasm for working in a higher education setting. Preferred Qualifications - Relational database/ CRM experience; preferably Blackbaud Raiser's Edge/ NXT CRM and Anthology (iModules).- In-depth knowledge of Development and Alumni Relations business requirements and goals.- Demonstrated ability to effectively plan, organize, coordinate and direct multiple projects and activities with varied deadlines.- Ability to be a strategic and innovative thinker and effectively move projects/assignments to the desired outcome. Ability and interest in reporting on outcomes of work.- A self-starter with strong organizational abilities, integrity, and confidence. Ability to track and coordinate highly detailed projects in a well-organized and efficient manner. Physical Requirements Open Date 04/02/2021 Close Date 05/15/2021 Open Until Filled No Special Instructions to Applicants Guilford College does not discriminate on the basis of sex/gender, race, color, creed, religion, national origin, sexual orientation, gender identity, disability, genetic information, military status, veteran status, or any other protected category under applicable local, state or federal law, ordinance or regulation. See our full Statement of Non-Discrimination . Additional Information As an institution that is grounded in the relentless pursuit of core values that include equality and justice for all, the College adheres to Title IX and to all other federal and state civil rights laws banning discrimination in private institutions of higher education. Guilford College does not discriminate on the basis of sex/gender, age, race, color, creed, religion, national origin, sexual orientation, gender identity, disability, genetic information, military status, veteran status, or any other protected category under applicable local, state or federal law, ordinance or regulation. The prohibition on discrimination applies to any and all educational program or activities that Guilford College operates, including but not limited to admissions policies; educational programs; scholarships, loans, and other financial aid; and athletic and other school-administered programs, services, and activities. The prohibition on discrimination also applies to applicants or employees with respect to employment. Guilford College is committed to providing a safe and secure environment for students, faculty, staff, visitors and others, and to protecting College assets. Well informed hiring decisions assist in this effort. To accomplish this goal, the College performs background checks on new employees. About the College: *Founded in 1837 by the Religious Society of Friends (Quakers), Guilford College is a selective four-year liberal arts college located on a 335-acre campus in Greensboro, NC. Known for its challenging, socially engaged programs in the arts, humanities, business, policy, and sport studies, social sciences, natural science and mathematics, Guilford is an intentionally diverse, inclusive community where students and faculty collaborate critically and creatively to address complex issues and problems with an emphasis on interdisciplinary perspectives. Posting Specific Questions Required fields are indicated with an asterisk (*). To ensure the security of your data, you will be logged out due to inactivity in 3 minutes at. Any data not saved will be lost. Click 'OK' to keep your session active.

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