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Assistant Director, Gift and Records Administration

Apply now Job no: 494562
Work type: Staff
Location: Newark
Categories: Development & Alumni Relations, Full Time

Pay Grade: 29E

Context of Job: 

Working in the Office of Development and Alumni Relations, the Assistant Director of Gifts and Pledges is responsible for overseeing, processing, and managing the gift records functions which includes receiving, coding, depositing, recording, reporting and reconciling all gifts and pledges made to the University.  The Assistant Director supports the annual audit of the University for all gifts, pledges and payments as requested by the internal and external auditors and is responsible for the accuracy, coding and counting of gifts on behalf of the Vice President for all philanthropic gifts to the University.

This position requires a detail-oriented individual with proficiency in performing complex tasks and the capacity to exercise good judgment in accordance with a broad set of policies and procedures.

Major Responsibilities:

Training and Oversight of Gift Administration:

  • Manages the gift and pledge processing and management functions of the department which is responsible for all gift and pledge records in Advance C/S ensuring the integrity of gift data transferred into the General Accounting system. 
  • Provides receipts to donors in compliance with IRS regulations and UD policy which includes generating and mailing pledge reminders.
  • Analyzes gift data and prepares various standard and ad hoc reports of giving (that include IRS report and CAE national report) adhering to CASE/NACUBO guidelines.
  • Manages the receiving, coding, tracking and reporting of gifts and pledges to the University.
  • Recruits, trains, supervises, and evaluates unit staff.
  • Assesses process and makes recommendations regarding system efficiencies, staffing and  policies pertaining to gifts.
  • Collaborate with various departments including (but not limited to) the Finance Office, General Accounting, Internal Audit and external audit.
  • Contact and direct work with outside constituents such as individual and corporate donors to discuss and respond to all necessary questions regarding all gifts to the University
  • Direct, manage and supervise the complete range of daily, weekly, monthly and periodic processes required for gifts, pledge processing and management.  This includes but is not limited to the following:
  • Oversee and manage the monthly recurring payment process.
  • Resolve or assist in the resolution of policy-related, process-related, or procedural problems and/or inquiries received from the department and/or employees

Gift Recording:

  • Perform aspects of the gift recording process with complete accuracy for the generation of accurate tax receipts in compliance with government requirements. 
  • Ensure accurate entry of gifts, pledges, and pledge payments of all tender and transaction types in the gift system.
  • Deploy use of mass-update mechanisms (MatchIt, Advance Interface) to review electronic gift data batches and systematically ‘upload’ gift data.
  • Manage the University’s Faculty/Staff pledge process and the monthly payroll deductions received through online web-forms, emails and/or annual giving appeals.  
  • Manage the daily payments and pledges received from donors using the University Crowdfunding processing vendor. 
  • Generate quarterly Gift-in-Kind report to the General Accounting department.


  • Bachelor's degree and three years related experience, or equivalent combination of education and experience. Degree in Business Administration or other related field preferred.
  • Professional experience in gifts management, supervision of staff in the receiving, processing, depositing, reconciling and reporting of gifts, pledges, payments, adjustments preferred.
  • High detail orientation, with the ability to think critically and make decisions in validating large data sets.
  • Broad knowledge of University systems, including PeopleSoft, CashNet and Advance is preferred.
  • Familiarity of policies and procedures for gift acceptance and recording, as well as applicable federal and state regulations preferred. 
  • Excellent customer service skills.
  • Significant level of independent judgment, accuracy and critical decision making skills.
  • Ability to create and maintain databases, spreadsheets; use intermediate word processing techniques, which includes using Microsoft Word and Excel.
  • Hands-on experience with electronic information systems.
  • Advanced ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

Applications close:

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