Associate Director, Advancement Services - Clark University

Company: Nebhe
Location: Worcester
Posted on: November 17, 2023

Job Description:

Location: Worcester, MA Category: Staff and Administrators Posted On: Wed Jun 28 2023 Job Description: Under the general direction of the Executive Director of Advancement Services, the Associate Director of Advancement Services is responsible for database management, advancement reporting, gift recording, data integrity and data security. This role also manages special projects as assigned by the Executive Director of Advancement Services. The Associate Director will bring sound management expertise and a high degree of professionalism to facilitate the achievement of the division's goals. This is accomplished through standard setting, establishing accountability mechanisms, reporting, and forecasting, providing advice and consultation to the University's senior development and administrative staff. All of this is done while keeping up to date on best practices and advances in technology in these areas. The Associate Director collaborates closely with the Development Gift Officers, as well as other members of the Advancement Staff, Accountants in the Financial Services Office, external auditors, and various university departments to oversee the handling of donations. This role serves as the Advancement point of contact in charge of coordinating with the Financial Services Office for the annual internal audit. This position requires an individual who is highly detail-oriented with a critical degree of accuracy regarding data entry and analysis; ability to prioritize work and to perform multiple tasks simultaneously while adhering to deadlines; good problem-solving and analytical skills; ability to take responsibility, to work well as a team member and to work independently; ability to understand and follow directions and policies and procedures; ability to deal with confidential data; good interpersonal and organizational skills.

• Manages the daily work of the Donation and Records Processing staff and ensures that all pledges and gifts to the University are documented and processed accurately and promptly.
• Develops and runs various reports for reviewing the data integrity of pledges, gifts, event registrations and biographical updates and ensures that necessary corrections to the data are completed where discrepancies are found.
• Creates and refines a variety of statistical reports showing the performance of the Records Processing staff and ensures that processing times continue to improve on an ongoing basis.
• Develops and runs reports on the status of all outstanding commitments, gifts in designation pending, adjustments and write-offs monthly and reviews with the Executive Director of Advancement Services so that appropriate actions can be initiated.
• Reviews all correspondence resulting from pledge and gift entry for completeness and accuracy before distribution from Advancement Services.
• Coordinates feed process of transactions into the Financial Services database.
• Reviews and distributes the daily gift report to University Advancement staff members.
• Works directly with the Financial Services Office to reconcile all business transactions on a monthly, quarterly, and annual basis.
• Requests and documents new accounting entities.
• Manages the Advancement Services shared directory on the Division of University Advancement's network to ensure that all the files and data there are organized and archived in a consistent and easy to retrieve structure, and that data relevant to pledge and gift processing is stored there.
• Establishes and documents departmental policies and procedures and updates the units manuals describing donations processing policies, procedures, systems and taxation rules and regulations. Ensures that all documentation, training, and orientation materials for Advancement Services are updated and added to the divisional file share promptly.
• Represents the Executive Director of Advancement Services on University committees in her/his absence to provide information and ensure that the Division's position on issues is conveyed as required.
• All other duties as assigned by supervisor. Job Requirements:
  • The candidate should possess a bachelor's degree, preferably in Computer Science, Business Management, a related study or possess relevant work experience.
  • At least 5 years of relevant experience. A strong proficiency in accounting, financial controls, and information systems is required, along with a sound understanding of the policies and procedures of the university.
  • Experience with relational databases required; Raisers Edge experience preferred.
  • Must be able to review concise research documents with attention to accuracy and detail.
  • Advanced computer skills required (proficiency in Microsoft). Experience with report writing software.
  • Strong leadership capabilities; excellent judgement and decision-making abilities, ability to interpret and evaluate policy and procedural requirements and produce and analyze data; effective written and oral communication skills, organizational and interpersonal skills.
  • Must be able to work under the pressure of time and frequent requests from multiple sources, each having their own timelines and constraints and with all levels of academic and administrative staff. Additional Information: As of June 1, 2023 Clark University no longer requires employees or students to be vaccinated against COVID-19. However, Clark urges all community members to follow for COVID-19 vaccination, which recommend that everyone stay up to date with COVID-19 vaccines including booster doses. This is important for your own personal health as well as the health of our community. Clark University embraces equal opportunity as a core value: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply. Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit .
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Keywords: Nebhe, Worcester , Associate Director, Advancement Services - Clark University, Accounting, Auditing , Worcester, Massachusetts