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Assistant Director of Operations, Gift Systems

Columbia University

  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Standard Work Schedule:
  • Building:
  • Salary Range: $70,000 - $76,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Assistant Director of Operations, Gift Systems reports to the Deputy Director of Gift Systems and is responsible for the management of all activities related to the processing of gifts to Columbia University.

The Assistant Director will supervise direct reports and additional staff as required. They will have final approval authority for daily cash deposit journals, credit card settlements, and the matching gifts process. The Assistant Director acts as the secondary point of contact in the absence of the Deputy Director.

Responsibilities

Responsibilities include, but are not limited to, the following:

  • Management of all activities related to the timely and accurate processing, depositing, receipting, and reconciliation of all gifts to Columbia University processed by the University Development and Alumni Relations department.
  • Conducts gift processing seminars for University staff periodically throughout the year; serves as the primary Gift Systems liaison on standard gift processing issues for staff at all levels in the schools, departments, centers, and institutes that comprise the Columbia University development community.
  • Conducts quality control for all biographic or demographic and gift data entered in the system, utilizing various research tools in aiding inquiries from all constituents, such as identifying donor names, addresses, and gift classifications, or creating approved anonymous records in the system.
  • Develops performance standards for the gift processors and establishes review procedures that lead to improved performances.
  • Reviews and approves documentation for all gifts of $5,000 or more to ensure compliance with IRS and University policies regarding charitable donations and assure compliance with donor directions. The Assistant Director will have the authority to reject any gift that is non-compliant or undocumented.
  • Monitors and/or processes recurring credit card charges, ensuring that the batches are reviewed and reconciled for system uploading.
  • Communicates with development contacts, external vendors, and/or donors in gift recording exceptions or other issues pertaining to gifts.
  • Assists in overseeing the management of matching gift processes and reviewing reports, identifying gifts with the potential for corporate match, as well as tracking aged matching claims that need to be written off after a predetermined period of time.
  • Develops an annual business plan with the objectives of the unit and the way in which progress will be measured. This position is responsible for setting goals and objectives for the direct reports within the assigned units. Provides regular coaching, feedback and career guidance as well as administer performance evaluations.
  • Provides documentation to support recommendations for hiring and administering progress discipline as applicable.
  • Communicates all application issues to the development system management team and follow-up to resolution; maintains an up-to-date manual; develops training materials and identifies areas where additional training is required.
  • Participates in planning and evaluation exercises for the Gift Systems unit. Coordinates and manages daily/overtime work schedules.
  • Performs other duties as assigned.

Minimum Qualifications

A bachelor's degree and/or its equivalent in experience is required. A minimum of three (3) years relevant experience is required. Strong proficiency in Microsoft Office required.

Demonstrated ability in working in a high pressure, fast-paced environment. Must possess the ability in working with changing priorities, and comfortable working in an environment with high level ambiguity from time to time. Excellent analytical, organizational, interpersonal, and communication (written and oral) skills. Must be able to work independently, problem-solve and troubleshoot, and effectively partner with a diverse group of administrators and academic leaders.

The successful candidate must be a strategic thinker, effective in moving strategic agendas, politically savvy, and ensuring the utmost discretion in all matters, as well as having the ability to work well with colleagues or partners of all levels. They must possess strong influencing and active listening skills with the ability to negotiate issues and manage up. Must have a passion for excellent customer service and commitment to exceptional quality.

Other Requirements

  • Must be prepared to work onsite in the office at least three days a week and exercise extreme flexibility in office coverage outside of the scheduled onsite days when needed.
  • Weekend and/or evening work is required during peak periods.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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Confirmed 17 hours ago. Posted 30+ days ago.

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