Associate Director, Gift and Records

Santa Clara University; Santa Clara (CA); Hybrid; USD 103,000 - 129,000; Full time

Job summary

Santa Clara University is seeking an Associate Director, Gift and Records to oversee gift and event processing, pledge creation, and fund management. The role acts as a co-manager of the Gifts and Records staff, supporting policy implementation and data integrity in CLARA and related systems.

The position offers a hybrid work model (office/home) and requires strong analytical, organizational, and leadership abilities to ensure accurate donor records, reconciliations, and timely reporting in

Qualifications

• Bachelor’s degree required; advanced degree preferred.
• Strong knowledge of CASE guidelines and IRS/FASB regulations.
• Experience with donor analytics, gift processing, and fund accounting is desirable.

Responsibilities

• Supervise gift entry and support staff as backup manager.
• Co-manage gift/event processing and demographic updates.
• Develop efficient workflows to improve accuracy and timeliness.
• Coordinate with Finance and Donor Relations for gift reconciliations.
• Oversee data integrity and conduct regular audits in the Development database.
• Assist in creation of new funds and gift agreements.
• Track progress from signed agreements to fund setup and reporting.
• Provide mentorship and manage student workers/interns.

Skills

Customer service excellence

Analytical thinking

Communication skills

Problem solving

Strategic thinking

Team collaboration

Data interpretation

Time management

Relationship building

Education

Bachelor’s degree

Advanced degree preferred

Tools

CLARA database

Blackbaud CRM

Job description

Position Title

Associate Director, Gift and Records

Position Type

Regular

Hiring Range

$102,800.00 - $128,560.00 per year. Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency

Annual

POSITION PURPOSE

Under the direction of the Director of Gift and Records, this position will assist in managing gift and event processing as well as pledge creation, stock acceptance/stock processing, financial reconciliation, fund creation, demographic updates, training, and supervision of the Gifts and Records staff. While this position will not have direct reports per se, they will act as a co-manager in managing the Gifts and Records staff and act as the backup Director when the Director is not available. Gifts and Records staff should treat this position as such, befitting an Associate Director position.

Demonstrated competencies using spreadsheet and database software for complex financial analysis, strong trouble-shooting skills, and a proven ability to take in information and data regarding various multi-faceted scenarios in order to develop strategies for resolution and future-proofing multi-layered situations. The Associate Director will support the implementation of policies and procedures for the expedient and accurate recording, maintenance, and receipting of all charitable gifts in accordance with University policy, donor intent, federal and state regulations, and industry best practices.

Work Schedule

This position is eligible for a flexible work schedule: hybrid - work from the office and home with a 3:2 ratio.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Supervision
• Co-manage and act as a backup manager of the processing of gift and event entry processes and demographic updates.
• Support the director in developing and executing efficient workflows/processes that will improve the team’s accuracy, timeliness, and communications to internal and external constituencies.
• Serve as the co-manager and back-up manager of the gift and records staff when the Director is not available.
• Co-plan and co-execute annual operational goals for the department.
• Help create a positive and cohesive team atmosphere that promotes a successful collaborative team.
• Finance Office Liaison/Data Analysis
• Primary contact with the Finance Office for gift and event reconciliation, including credit card reconciliation, cash, stock/mutual fund, and property reconciliation.
• Assist the Director with the design and implementation of best
• In collaboration with the Director, develop tools for solving discrepancies between the Finance system and the Development system.
• Train both the gift processors and accountants on how to interpret the data in CLARA.
• In coordination with the Finance Office and Donor Relations, facilitate the gift fund creation process, utilizing the U. R. Service Desk.
• Work with fundraising staff on securing the new gift fund form and the gift agreements, ensuring each agreement has been vetted and approved by Service Desk managers.
• Track and manage the progress of the agreements, from receiving the signed agreements (donor and SCU representative) to submitting the agreement and new fund creation form to the Finance Office for the fund setup. Once notified by the Finance Office of the new fund, enter the fund into the Development database and notify Donor Relations, and if warranted, the Financial Office of the fund creation.
• Review/analyze new Development Systems to ensure we are current and make recommendations if systems need to be updated or changed.
• Demographics
• Manage the data integrity checks in the Development database.
• Ensure all data integrity checks are assigned, completed, and audited in a timely manner.
• Identify any recurring issues, formulate and implement processes that will ensure compliance with all data entry standards, including additional training, and with consultation of the. Director, document ongoing errors by staff.
• Work with the IS staff to request any additional data integrity checks that will help
• Ensure the accuracy and correctness of the creation and update of constituent records in CLARA.
• Manage the event processing in CLARA and event integrations from third-party companies.
• Gift Processing
• Oversee the gift entry and adjustment process to ensure gifts and adjustments are recorded accurately in the Development database and in the Finance Office database.
• Track adjustment reasons to measure the different types of adjustments, e.g., data entry error, moving funds from the holding account to new funds, incorrect information given to data entry staff, etc.
• Design/update and manage any processes that will reduce the number of adjustments needed.
• Manage the daily deposit process and ensure timeliness and accuracy.
• Assist in the review of new Gift agreements and creation of new Funds in the Development database and in the Finance Office database.
• Assist in the review process for the Outstanding Pledge Receivables and obtain status updates from the fundraisers.
• Other duties as assigned.
• PROVIDES WORK DIRECTION
• Management of the gift entry staff.
• Provide mentorship to staff, providing clear communication of objectives, goals, and priorities.
• Manage student workers/interns.
• GENERAL GUIDELINES
• Recommends initiatives and implements changes to improve quality, accuracy, and services.
• Identifies problems and develops and presents recommendations for improvement of established processes and practices.
• Maintains contact with customers and solicits feedback for improved services.
• Maximizes productivity through the use of appropriate tools, planned training, and performance initiatives.
• Researches and develops resources that create timely and efficient workflows.
• Prepares progress reports by informing the supervisor of status and any deviation from goals. Ensures completeness, accuracy, and timeliness of all operational functions.
• Prepares and submits gift reports as requested and required. Develops and implements guidelines to support the functions of the unit.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

• Knowledge
• Knowledge of the legal and fiduciary responsibilities inherent with charitable contributions and the non-profits that accept them is key.
• Knowledge of CASE guidelines for the recording of charitable contributions, as well as knowledge of IRS and FASB regulations guiding gift accounting.
• Advanced understanding of accounting methods, procedures, policies and fund accounting a plus.
• Knowledge of constituent relational databases as they relate to the entry and maintenance of biographic, gift, and event entry. Experience testing new releases and functionality in a relational database is desired. Experience with Blackbaud’s CRM products preferred.
• Skills
• Must have a passion for excellent customer service and commitment to high-quality output and deliverables.
• Supervisor/management experience is a plus.
• Outstanding attention to detail and follow-through are essential.
• Strong analytical, organizational, interpersonal - both oral and written communication, and active listening skills.
• Must be a strategic thinker, effective in moving strategic agendas forward
• Politically savvy, ensuring the utmost discretion in all matters.
• Flexible in nature, having sound judgment with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the broader organization.
• Abilities
• Ability to learn quickly and to handle complex situations with a deft touch is critical.
• Demonstrated excellence in a variety of competencies, including project management, prioritization, teamwork, analytical thinking, and client/customer service and awareness.
• Must possess the ability to work with changing priorities and multiple ongoing projects.
• Ability to function both as a part of the Philanthropy Services management team in a collaborative manner
• Ability to see one’s role, and the Philanthropy Services team’s role as a whole, in the larger development picture is highly desired.
• Demonstrated ability to effectively partner with a diverse group of administrators and academic leaders; comfort in working with individuals at all levels.
• Demonstrated ability to work in a fast-paced environment.
• Must be able to troubleshoot and problem solve, while working both independently at times as well as within a team framework.
• Must be able to negotiate issues, resolve problems, and have strong communication skills.
• Education
• Bachelor’s degree required, advanced degree preferred.
• Years of Experience
• 6 - 8 years of professional/applicable work experience required.
• Experience working in higher education preferred.
• PHYSICAL DEMANDS
• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conferences and training sessions within the Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, vendors, or suppliers.
• WORK ENVIRONMENT
• Typical office environment.
• Mostly indoor office environment with windows.Offices with equipment noise.
• Offices with frequent interruptions.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

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Americans with Disabilities Act

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