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Assistant Director Gift Processing

University of Virginia

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Job Details


Employment Type: Full-time
Posted data: 2022-01-23
Req: R0032075

UVA’s Office of University Advancement seeks applications for an Assistant Director Gift Processing to join their team.As a member of the University of Virginia Advancement Operation’s team, the Assistant 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 Assistant 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.

Specific Duties and Responsibilities:

  • Reporting to the Associate Director, Gift Administration, the Assistant Director Gift Processing will assist 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.

Minimum Position Requirements:

  • Bachelor’s degree required or an equivalent combination of 4 years of related experience and college level education.

  • A minimum of four years’ work experience in a role supporting fundraising such as Advancement Services, Donor Stewardship, Gift & Records Processing is required.

  • Experience in higher education or other equivalent experience preferred.

  • 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.

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

Additional Essential Skills:

  • 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 will remain open until filled. 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.

To Apply:

Please apply through Workday, and search for R0032075. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

  • CV

  • Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at

For more information about UVA and the Charlottesville community please see and

For more information on the benefits at UVA, visit

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

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.


In 1819, the University of Virginia established a new model for intellectual exchange and cross-disciplinary collaboration in higher education. Two hundred years later, as a major research institution, we continue to challenge conventions, lead with ingenuity and advance knowledge for the common good.

What began as an innovative idea has become one of the nation’s leading public research universities, with over 21,000 undergraduate, graduate and professional students. UVA also has over 3,000 full-time faculty offering more than 400 degrees.

Each of the University’s eleven schools has its own distinctive mission, working together to garner consistently high rankings—including #2 Best Value Public College (Princeton Review, 2016), #3 Public University in the Nation (U.S. News & World Report, 2016), and #3 Best Value Among Public Colleges (Kiplinger’s, 2016).  

As we invest in and strengthen our research capabilities, UVA seeks new faculty ready to uncover new insights, rewrite old rules and collaborate on intellectual discoveries.


As an R1 institution, the University’s research centers, consortia and laboratories are on the leading edge of discovery and technology, offering collaborative spaces for students and faculty to solve global problems.

Our professors are recognized members of major national scholarly and professional organizations, including the National Academy of Sciences and the American Academy of Arts and Sciences. Our faculty’s engagement in interdisciplinary research is being facilitated by new research institutes specializing in everything from big data to brain functioning, and by cluster hires across schools.


UVA is also home to a nationally renowned academic medical center and the UVA Health System, which serves a three-part mission to treat patients, conduct translational research and train medical practitioners in a wide variety of disciplines.

Established as the nation’s 10th medical school in 1825, the institution has since grown to include a 612-bed hospital and a Level I trauma center, nationally recognized cancer and heart centers, a Children’s Hospital, and primary and specialty clinics throughout Central Virginia.

The UVA Medical Center is consistently ranked among the nation’s best hospitals by the U.S. News & World Report magazine and has been named among the top 25 percent in seven specialties.


The vast majority of UVA students come from the top 10% of their high school class, as well as from all 50 states, over 142 countries and a variety of socioeconomic backgrounds. Despite their diversity, all UVA students share a love of learning and a drive to achieve.

One of the reasons students choose Virginia is our unique residential culture. At UVA, the community of students, faculty and staff personifies the Jeffersonian idea that living and learning are connected. The Academical Village was constructed to support a unique residential experience, with faculty living in the Pavilions, students occupying Lawn rooms and the world-famous Rotunda at its heart. The University’s residential culture continues to support this experience today—strengthened by students, faculty and staff rich in backgrounds, ideas and perspectives. Our unique culture is also paying dividends in innovation:  UVA’s faculty have generated more than 130 patents since 2010.

Perhaps most importantly, faculty come to UVA knowing that instruction is as important as research, and they pride themselves on their many teaching awards.  Our best professors look for ways to encourage, mentor and develop tomorrow’s leaders inside and outside the classroom.


Living in Charlottesville you’ll find sophisticated restaurants, world-renowned wineries and breweries, cosmopolitan arts and music, friendly urban and suburban neighborhoods and a Piedmont landscape that has lured adventurous souls for centuries.  No wonder the U.S. National Bureau of Economic Research named Charlottesville the “happiest city in America” in 2014.

In addition to UVA and its health system, several major employers have facilities in Charlottesville, including State Farm, Northrop Grumman, the U.S. Department of Defense, GE and others.  Charlottesville is also becoming a center for innovative start-up businesses.  The University also actively helps spouses and partners of faculty members build their networks and pursue employment opportunities with a wide variety of area employers. 

The University of Virginia is an equal opportunity and affirmative action employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply. In accordance with the Americans with Disabilities Act Amendments Act of 2008 (ADAAA) and the Rehabilitation Act of 1973, qualified individuals with disabilities are protected from discrimination and may be entitled to reasonable accommodations to assist in their pursuit of employment at the University. This includes assistance in completing the online job application as well as reasonable accommodations during the interview process. Please contact the UHR Service Center: 434.982.0123 to request assistance.

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