Associate Director Gift Processing

Job description


Employment Type: Full-time
Posted data: 2021-04-16
Req: R0023738

The University of Virginia seeks an Associate Director, Gift Processing to join the University Advancement team. As a member of the University of Virginia Advancement Operation’s team, the Associate Director, Gift Processing will be responsible for reviewing and assuring the quality of gifts and pledges entered into the UVA Advancement (Advance) system. This position will have responsibility for monitoring gift batches prepared by the gift processors using established metrics for accuracy, productivity, timeliness, and customer service. This position will coordinate workflow for a team of gift processors. The Associate Director will be expected to take responsibility for data entry of complex gifts and pledges and to assist with day-to-day operations during busy cycles. This position will act as an information resource for gift processing policies and procedures and provide advice and expertise on gift processing to all staff. In addition, this position will maintain a production and performance level that is appropriate for staff responsible for gift processing for the University, its related foundations and associated entities.

This role requires the ability to understand and to use databases and other tools available and to choose the appropriate means to satisfy user requirements. Execution of duties requires integrity, independence, initiative, judgment, discretion and reliability. The employee's work affects the accuracy of gift reporting to donors, development officers, senior administrators and the financial system and directly impacts the integrity of the University’s Advancement program.


  • Assists the Director, Advancement Services in managing all gift processing functions performed by Advancement Service’s team.

  • Manages the gift processors, coordinates workflow; assigns projects to processors; monitors backlog and redirects workflow; answers staff questions; helps processors resolve issues; acts as informational resource on gift processing procedures University-wide. Has primary responsibility for ensuring the completion and daily review of data entry batches, prior to posting to the database.

  • Works with Advancement Service’s team to produce various reports pertaining to gift transactions as requested including gift processing metrics and key performance indicators.

  • Is the resident expert for other personnel involved in gift entry, resolving problems arising from ambiguity of data and revising policies and procedures as needed; consults with supervisor if decisions require major changes in specified procedures.

  • Understands and can communicate the intricacies of processing planned gifts into the Advance Web system.

  • Responsible for complex research to ensure accuracy in the data that is being processed. This also requires the ability to analyze this research as it relates to recording gifts, matching gifts and pledges.

  • Provides excellent service to all constituents and works cooperatively as a member of the Advancement Service’s team.

  • Communicates with various constituents across the University including the Advancement community, business officers, and donors as appropriate, regarding gift-related issues.

  • Creates and maintains documentation and processes for colleges and units to allow for ease in submitting gifts and requests to the processing group.

  • Meets regularly with stakeholders to review gift data processing issues, provide feedback on staff effectiveness and skill set, and identify and recommend opportunities for processing improvements.

  • Mentors, trains and evaluates gift processing staff, providing excellent service to all constituents, and working cooperatively as a member of the Advancement Service’s team.

  • Serves as support for processing gift receipts and pledge reminders within parameters established in Advancement Service’s policies and procedures (UVA Advancement Gift Manual) as needed.

  • Assists with other gift processing related duties as assigned including coverage for Help Desk.

Required Qualifications:

  • Bachelors degree or an equivalent combination of 4 years of related experience and college level education.

  • Minimum of 4 years' work experience in a role supporting fundraising such as Advancement Services, Donor Stewardship, Gift & Records Processing.

  • Management and leadership experience and the ability to coach and direct employees to perform and meet mutually agreed upon performance objectives.

  • Ability to create professional development plans for staff that align with the strategic goals of the department.

  • Skill in prioritizing assignments to accurately reflects the relative importance of job responsibilities.

  • Must have experience in data entry and analysis.

Preferred Qualifications:

  • Experience in higher education or other equivalent experience preferred.

  • Experience with Advance Web and Advancement Performance or similar software preferred.

  • Strong computer skills required, including advanced use of Microsoft Office Suite and the ability to learn new technologies and systems; SharePoint experience preferred.

  • A comprehensive understanding of gift processing including planned gifts, security processing, matching gifts, gifts in kind, and bequests.

  • Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University.

  • Knowledge of the University of Virginia’s development data, standards and practices.

  • Ability to read and interpret a variety of documents and use discretion in resolving issues and discrepancies with minimum supervision.

  • Ability to work accurately with detail in a busy, fast-paced environment to meet deadlines.

  • Ability to work in a team environment, establishing and maintaining cooperative and effective working relationships with others.

  • Ability to provide leadership and professional supervision to a team to achieve shared goals in an efficient and effective manner.

  • Ability to act with a high level of judgment and diplomacy when completing all job-related responsibilities.

  • Demonstrated willingness to adapt to change, proactively problem solve and to help others do the same.

  • Excellent oral and written communications skills.

  • Ability to represent the department and UVA Advancement in a friendly, courteous, and professional manner with excellent interpersonal skills using tact, patience and courtesy.

  • Commitment to complete tasks in a timely manner.

  • Ability to prioritize projects and review work for accuracy.

  • Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University.

  • Demonstrated self-motivation and personal accountability

  • Ability to maintain confidentiality of all donor records and other sensitive information

Committed to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University.

UVA Advancement offers a flexible and hybrid workplace . All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, some positions may be required to work intermittently in a shared office space located in Charlottesville, Virginia.

**This position requires occasional lifting of computer-related equipment (approximately 40 pounds or less).**

This position will remain open until filled. Review of Applicants will begin April 20, 2021. This is an Exempt level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Ashley Cochran, Senior Recruiter at

Please apply through Workday, and search for "Associate Director Gift Processing". Complete an application online and attach a cover letter and CV/resume all into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.




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Job No:
Posted: 4/18/2021
Application Due: 5/16/2021
Work Type: Full Time