Director of Gift Administration (Administrator II) REVISED POSTING WITH REVISED REVIEW DATE

Job description

Job Title: Director of Gift Administration (Administrator II) REVISED POSTING WITH REVISED REVIEW DATE
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 13660
Job Code: 3312 Administrator II
Job Grade: Range A
Department: Advancement Services  

The Director of Gift Administration reports directly to the Executive Director of Advancement Services. The position provides leadership and oversight for the entire gift processing and biographical data processing operation. The incumbent oversees performance of staff, conducts performance evaluations, provides guidance, and assists Advancement Services operations.

The Director of Gift Administration will oversee and monitor data input accuracy within the unit and beyond, updating and maintaining processes while adhering to University-wide policies and procedures and responding to user requests for financial information. The Director of Gift Administration is a resource for University staff, faculty and the general public regarding the policies and procedures for the acceptance of gifts and pledges according to the Council for Advancement and Support for Education (CASE), the California State University, and Fresno State.

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The salary is competitive and is negotiable depending on the strength of qualifications. This is a CSU Management Personnel Plan (MPP) position with an attractive benefits package which includes but is not limited to: a vacation accrual rate of 16 hours per month; 12+ paid holidays; excellent choice of medical, dental and vision insurance, long term disability coverage, life insurance; and retirement benefits.

Depending upon qualifications, the anticipated hiring annual salary range is $65,000 - $80,000.

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Position Summary

Structuring Work:

  • Leads, manages and supervises staff to achieve excellence in the performance of assigned projects and tasks and in the identification, development and execution of strategic initiatives in support of department, division and University strategic plans.
  • Establishes and maintains exceptionally high/positive department service values levels, and outcomes by establishing, fostering and maintaining an organizational culture of customer service and support.
  • Manages the daily processing of contributions from private sources to the University, including preparation of data for entry into the alumni/donor database by staff.
  • Develops and implements best practices related to capturing biographical information.
  • Leads in the management of gift and biographical data in the alumni/donor database in collaboration with database systems administrators.
  • Develops and maintains an extensive network of campus and professional contacts to enhance customer service, explain and clarify Advancement Services’ policies, procedures and programs, and promotes the goals and objectives of the University, the Division of University Advancement, and Advancement Services.

Managing Talent and Inspiring Performance:

  • Collaborates with appropriate administrators regarding personnel matters including; employee recruitment, retention, performance management (organizational and individual), labor and employee relations, training and development. Interprets and applies collective bargaining provisions and their impact on department work practices and rules.
  • Develops personnel management and professional development plans, proposes and enforces disciplinary actions, and develops and implements effective staffing strategies to attract, grow and retain, effective, multi-cultural and diverse workforce that is representative of the University’s core values.
  • Promotes, and enforces applicable industry professional responsibilities and ethical standards.
  • Inspires staff within the Gift and Data group, including developing their talents and competencies, balancing and structuring their work, and building effective teams.
  • Develops performance indicator matrices to track departmental performance goals.

Facilitating Change:

  • Partners with Executive Director of Advancement Services in the development, execution and on-going review of strategic business initiatives and plans.
  • Creates and implements policies and procedures to improve the accuracy, automation and consolidation of work to improve data integrity, gift processing and biographical data services and make Fresno State a model of best practices.
  • Collaborates with, supports and promotes the University’s philanthropic endeavors.

Other major duties of the job include:

  • Oversees timely and accurate processing, accounting, reporting and receipting of pledges and gifts received at California State University, Fresno and other university auxiliaries.
  • Responsible for making critical business decisions, related to all aspects of gift processing and biographical data.
  • Responsible for establishing and documenting departmental policies and procedures and updating department manuals.
  • Serves as departmental expert on IRS guidelines pertaining to the processing and receipting of donations and CASE reporting standards, as well as credit card security rules.
  • Serves as a back-up liaison between Foundation and directors of development regarding agreement facilitation and tracking.
  • Reconciles financial fund information and resolution of discrepancies.
  • Participates in the system analysis of an alumni/donor database.
  • Manages the pledge management process, including all receipts and reminders.
  • Coordinates the assignments of requests from the Advancement Services work order list serve.
  • Prepares routine and special reports as required.
  • Reviews gift agreements for proper gift coding and allocation.
  • Supervises staff, including goal setting, skill trainings, annual evaluations, while also fostering a collaborative, high-performance team environment.
  • Supervises and reviews information from the online giving site.
  • Works in partnership with Foundation Financial Services and other auxiliaries on gift and pledge processing and reconciliation.
  • Proposes and manages applicable contracts and contractors.
  • Promotes understanding and ensures compliance with Federal, State, CSU, University and division policies, and industry best practices.
  • Other duties as assigned.
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Required Knowledge, Skills and Abilities:

  • Knowledge of applicable Federal and State laws and accounting practices that comply with IRS and industry standards pertaining to the processing and receipting of donations and CASE reporting standards.
  • Knowledge of the principles and practices of effective management, supervision, motivation and performance evaluation.
  • Ability to facilitate group participation, consensus building and foster employee development through coaching, counseling, training and providing challenging work assignments.
  • Ability to analyze data and create reports to communicate trends, performance, and objectives.
  • Ability to analyze and interpret financial data and make strategic business decisions.
  • Ability to handle many details of a varying nature simultaneously.
  • Ability to lead, motivate, and manage a team in a customer service and detail oriented environment.
  • Ability to provide effective and strong leadership skills to help advance the goals of the department and for advancing the vision of the university as set forth by the President.
  • Ability to take initiative, communicate with tact, and handle situations with diplomacy and creativity.
  • Strong organizational skills.
  • Strong written, oral and digital communication abilities to effectively communicate to all levels and across organizational lines.
  • Issue/problem prediction, detection, avoidance, mitigation and resolution, including use of appropriate and/or required communication strategies.
  • Ability to coordinate the activities of a complex, multifaceted operation to provide effective support and services to a diverse, multi-cultural constituency.

Required Education and Experience:

  • Bachelor’s degree.
  • A minimum of one (1) year progressively responsible experience in non-profit fundraising, development operations or related field.
  • Experience with data management involving complex operations.
  • Computer literacy: Intermediate knowledge of Microsoft Office, specifically Word and Excel, accounting systems, database software and spreadsheet programs, email and Internet applications.

Preferred Education, Experience, & Skills:

  • Master’s degree.
  • Experience working in higher education or non-profit fundraising, preferably in a highly complex environment.
  • Significant formal training in information systems applications and electronic reporting.
  • Experience in fundraising/development operations, including, but not limited to, gift accounting, FASB/GASB, and CASE Management and Reporting Standards.
  • Knowledge of Ellucian Advance or another fundraising constituent database.
  • Working knowledge of CSU policies and procedures.
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Filing Deadline

Applications received by March 25, 2019 will be reviewed for minimum qualifications and given full consideration by the hiring manager and/or search committee. Qualified applicants received after that date will be forwarded upon request to the hiring manager and/or search committee.

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Application Procedures

Individuals interested in being considered for this position should submit an on-line application and attach the following supporting documents: 1) resume, 2) letter of interest which includes a narrative detailing how the candidate fulfills each of the required and preferred items listed under Qualifications, and 3) names, email addresses and telephone numbers of three references who can provide current assessments of the candidate's qualifications for the position.

Pursuant to Executive Order 883, reasonable accommodation is to be provided upon request from an employee or applicant with disabilities, unless doing so would impose an undue hardship on the campus. What constitutes a reasonable accommodation is to be determined by the campus on a case-by-case basis after it has received the individual's request for accommodation and engaged in an interactive process. Employees or applicants requiring reasonable accommodation should contact Human Resources directly at (559) 278-2032.

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How To Apply

To apply for this or any open position at Fresno State visit our online employment site at:

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Other Requirements

Pursuant to the requirements of the Immigration Reform and Control Act of 1986, any offer of employment is contingent upon verification of individual's eligibility to be employed in the United States.

California State University, Fresno, in conjunction with the CSU policy, requires that the successful candidate complete a full background check (including a criminal records check) prior to assuming this position. Failure to satisfactorily complete or pass the background check may impact the job offer or continued employment of current CSU employees who apply for posted positions identified as sensitive.

California State University, Fresno annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings or property owned or controlled by Fresno State, and on public property within, or immediately adjacent to or accessible from the campus. The report also includes institutional policies concerning campus security, alcohol/drug use, crime prevention, reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report by contacting the Campus Police Department or by accessing the following web site:

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment. You can obtain a copy of this Executive order by accessing the following web site:

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Fresno State is a tobacco-free, smoke-free and vapor-free campus.

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Other Applicant Information

Applicants will receive confirmation of receipt of their application materials via automatic email reply. In addition, qualified applicants will receive email notification at the conclusion of the recruitment process.

This is a full-time management position covered by the California State University Management Personnel Plan. Under this plan, employees are subject to management reviews and serve at the pleasure of the University President of that campus.

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Equal Employment Opportunity

California State University, Fresno is committed to maintaining and implementing employment policies and procedures in compliance with applicable state and federal equal employment opportunity laws and regulations. Executive Order 883 prohibits discrimination and Executive Order 927 prohibits harassment, on the basis of a protected status: race, color, religion, national origin, ancestry, age, sex (including gender identity, per HR 2004-12), sexual orientation, marital status, pregnancy, mental disability, physical disability, medical condition and covered veteran status. Retaliation against individuals for complaining about these proscribed conduct, opposing such conduct, or participating in an investigation or proceeding involving such conduct is prohibited by both executive orders.

Further, California State University, Fresno's statement of commitment to equal employment opportunity principles is also found in the various collective bargaining agreements.

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General Information

California State University, Fresno is one of 23 campuses in the California State University System. The University's mission is to offer high-quality educational opportunities to qualified students at the bachelor's and master's levels, and in certain applied disciplines, at the doctoral level. The current student enrollment is approximately 24,000, including a large percentage of students with diverse and
culturally rich backgrounds. The University serves the San Joaquin Valley while maintaining deep involvement with the state, nation, and world. California State University, Fresno promotes student learning and community engagement through faculty scholarship and service learning opportunities in collaboration with community organizations, educational institutions, industry, business and government. The University was one of the first U.S. Colleges and Universities to be selected by The Carnegie Foundation for the Advancement of Teaching for its Community Engagement Classification.

Metropolitan Fresno, with a multi-ethnic population of over 600,000, is located in the heart of the San Joaquin Valley on the western edge of the Sierra Nevada Mountain Range. The campus is within driving distance of San Francisco, Los Angeles, Yosemite, Kings Canyon and Sequoia National Parks, the Monterey Peninsula, beaches, sailing, lakes, and numerous ski resorts. Fresno boasts one of the most reasonable housing markets in California and offers a wide array of locally grown fruits and produce.

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Job No:
Posted: 2/6/2019
Application Due: 7/15/2019
Work Type: