Assistant Director of Gifts & Records Management

Mar 21, 2017
Institution Type
Four-Year Institution

Position Number: 00050380

Primary Function of Organization Unit: Advancement Services supports the operations of Alumni Association, University Development and University Communications. In addition, the department oversees the University's alumni and donor database, Advance, processing of private gifts and conducting research for potential new donations. Advancement Services also maintains financial records, receipts private gifts according to the University's Gift Acceptance policy, administers the corporate matching gifts program, updates and verifies alumni and donor records, manages the prospect tracking system, manages stewardship and assists with proposal preparation.

Essential Job Duties: The Assistant Director of Gifts and Records Management is responsible for ensuring the highest of quality and standards of data is entered in the University's alumni and donor records database, Ellucian Advance. This is achieved through continuous coaching, training, and development of staff; enforcement of policies and procedures; and review of data outputs and integrity reports in partnership with the Director of Gifts and Records Management. The team is responsible for the entry, maintenance, and integrity of biographical data of NC State University's alumni and donors. This data includes addresses, email, telephone, employment, relationships, etc. Additionally, the assistant director coordinates the customer service help desk for alumni and donors, completes complex data projects and help desk cases, and identify and manage data integrity processes. The assistant director is responsible for the supervising a team of full-time, part-time, and temporary employees within the Gifts & Records Management unit. Supervising roles include assignment of tasks, review of work product, training, and coaching.

Minimum Education/Experience:

Department Required Skills: * Working knowledge of complex database software * Proficiency in the use of a computer including Microsoft Office applications or similar program * Ability to run reports * Excellent oral and written communication skills * Strong leadership skills, including motivating and inspiring team members * Excellent interpersonal skills using tact, patience, and courtesy * Ability to understand, follow, and develop policies and procedures * Outstanding problem-solving, decision-making, and analytical skills

Preferred Experience, Skills, Training/Education: * Bachelor's degree * Three years of relevant experience including supervisory responsibilities * Experience with database reporting tools * Knowledge and understanding of Advancement Services biographical records best practices * Complex relational database systems experience * Previous experience using Ellucian Advance Web fundraising software * iModules knowledge

Necessary Licenses and Certifications: N/A

AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "":http// Degree must be obtained prior to start date.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

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