Assistant Director, Gift Services
Job ID: 60045
Full/Part Time: Full-Time
Location: Tallahassee, FL
Regular/Temporary: Regular
Department
FSU Division of University Advancement
Florida State University is currently in the leadership phase of a comprehensive campaign. As the leadership phase of the campaign begins, the Division of University Advancement is accelerating the hiring of additional advancement services professionals’ campus-wide and is excited to build out its team. For Advancement professionals who are interested in being a part of a comprehensive campaign from the beginning for their career development, the timing is ideal to join our team.
Equal Employment Opportunity
FSU is an Equal Employment Opportunity Employer.
Responsibilities
Contributes to the integrity and management of advancement information by assisting the Program Manager/Foundation Director of Gift Services in overseeing the workflow and accuracy of the department. This position is expected to uphold and exemplify the operating practices and mission of the Division of University Advancement.
Manage Team
Assists with the hiring, training, and evaluation of a team of gift specialists. Instills in the Gift Services staff a holistic view of the role of Gift Services within the Division of University Advancement. Acts as a secondary point of contact for the department when the Director is unavailable or as delegated by the Director. In conjunction with Production Coordinators, oversees daily workflow of entire department and delegates to staff as needed to ensure deadlines are met so that donors get proper stewardship, Accounting is able to disburse funds in a timely fashion, and reports are as up-to-date as possible. Monitors accuracy and production of staff, provides guidance and training as needed. Responsible for assisting in the training of the Gift Specialists. Responsible for assisting in the development and execution of a cross-training plan for the Gift Specialists. Identifies and manages large-scale gift projects through the use of research of possible solutions, investigation and testing of possible implementation methods, and selection of the best approach.
Manage Gift Agreement and Grant Review Workflow
Oversees the donor gift agreement and grant review process. Reviews gift agreements and grants for spelling and grammar, policy and procedural issues, CASE and IRS guidelines, and other requirements both from a charitability and campaign counting perspective. Ensures the timely routing of gift agreements and grants to other reviewers in the process. Routes through DocuSign to collect signatures. Manages tracking documents and sends weekly reports to leadership regarding the status of all gift agreements in the review and signature process. Facilitates due diligence and additional routing for naming opportunities.
Liaise with Other Departments and Campus Units
Communicates effectively directly with fundraisers, campus contacts and donors. Corresponds with high level of written and verbal proficiency. Assists in overseeing Gift Services events operations. Assists in reviewing gifts-in-kind, donor solicitations, and other documentation. Provides training to staff as needed. Responds to department inquiries received via a variety of channels.
Review and Analyze Data
Reviews gift and event batches processed by staff in Gift Services for accuracy as needed when Production Coordinators need assistance to meet deadlines. Reviews acknowledgement letters and other correspondence to ensure accuracy of information being provided to donors for their taxes and proper stewardship. Performs queries in the database and is able to export and manipulate data for reconciling, reporting and investigative purposes. Prepares pledge reminder files and other monthly data lists. Protects confidential information.
Record and Adjust Complex Gifts
Advanced gift entry to include complex data manipulation and import methods, and extensive knowledge of estate gifts. Adjusts complex gifts and events as required to meet donor needs and campus financial deadlines.
Maintains information in a variety of formats including network files and digital images. Creates and updates donor database records, records gifts, edits acknowledgement letters and other donor correspondence as needed to fill production gaps.
Qualifications
Bachelor's degree and four years’ experience or a combination of post high school education and experience equal to eight years. Driver’s License
Valid FL or GA Driver's License or the ability to obtain.
Helpful
Who is an ideal candidate for this position? You are a seasoned Advancement Operations professional with extensive experience reviewing, editing, and managing the overall gift agreement process. You also possess deep knowledge of naming opportunities and the due diligence process. You are self-motivated and can perform with a high-level of detail in a fast-paced environment, which you thrive in. You are highly organized and possess stellar communication skills, with an emphasis on proactive communication and navigating conversations surrounding policy and procedure. You enjoy interacting with people and possess a deep desire to provide excellent service and adhere to best practices in the advancement industry. You love jumping in wherever needed and can shift your priorities and exhibit flexibility as the need arises. You are known for your reliability, getting the job done well and on time.
What is a typical day in this position? Your first priority throughout the day will be managing the gift agreement process to ensure that gift agreements move through the review and signature process as quickly as possible. This will involve keeping track of the timelines of other colleagues at all stages, and following up when needed. This will also involve reading lengthy documents, editing them with a laser focus on detail, and managing a multitude of steps in a highly complex process. When not managing gift agreements, you’ll assist with overseeing fundraising events from the operational side, reviewing gifts-in-kind and donor solicitations, helping train and cross-train Gift Services staff, assisting and/or leading complex projects, and helping with any management needs that arise within the department.
What can I expect in the first 60-90 days? In addition to general orientation, you will receive extensive training within the Gift Services department to learn our processes. You’ll also receive extensive training in the gift agreement process at FSU, as well as the naming opportunities process. Within the first 30-days you’ll begin overseeing the gift agreement process with support from the Director and Executive Director. By the 90-day mark, you’ll be expected to manage the process with minimal assistance.
University Information
One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news! Learn more about our university and campuses.
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How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Considerations
This is an A&P (Administrative and Professional) position.
This position requires successful completion of a criminal history background check.
Applicants must upload a cover letter & resume with their online application.
