POSITION IDENTIFICATION
TITLE Director of Records Management – University Advancement
CLASSIFICATION NUMBER 1793
GRADE 46
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Vice President for University Advancement
GENERAL FUNCTION
The Director of Records Management, University Advancement is responsible for the internal management of the private gift portfolios for real estate, insurance, gift annuities, and other deferred gifts. The Director supervises the daily depositing, processing, and recording of all contributions to University programs, and communicates various performance reports for senior administrators, the Foundation Board of Trustees and the Board of Governors.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree in a related field is required. A Master’s degree is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: At least five years of experience in general office management is required in which would include at least three years of experience following the principals of best accounting practices, audit, or financial management. This position also requires experience in records and data entry as well as general office procedures. Experience with investments, real estate, or insurance is preferred. Prior experience in higher education is preferred.
Skills: Strong oral and written communication skills are required; must be detail-oriented. Writing skills must include excellent proofreading, editing, and report writing abilities. Significant management skills in staff supervision and long-term goal setting are required. Public relations skills are required. Clerical skills are required including, but not limited to, data entry, word processing, spreadsheets, accounting, and filing. Must have strong analytical and decision-making skills.
Effort: Occasionally required to lift and move boxes of materials and equipment weighing between twenty-five and fifty pounds.
Other: The scope of the job requires some travel and occasional attendance at evening and/or weekend activities, meetings, events, seminars, and workshops.
ESSENTIAL DUITES AND RESPONSIBILITIES
1. This position ensures that the University Advancement database which consists of over 500,000 alumni and donor records is current and this includes but is not limited to database changes, address accuracy and interrelationships of data.
2. Ensures that gifts are processed, and accurate and appropriate receipts are distributed to donors for tax-deductible contributions in an accurate and timely manner by supervising the daily depositing, processing, adjusting and recording of all private contributions for University programs.3. Develops and implements plans to meet the goals and activities of the University Advancement by identifying the informational needs of the staff based on the goals and activities of the Office of University Advancement.
4. Ensures that the contribution records regarding donors to the Missouri State University Foundation are both complete and accurate by establishing the organizational structure of soft-copy and hard-copy files and records maintained on donors.
5. Works with members of the campus community (administrators, faculty and staff) to ensure that their fundraising events meet with financial services protocol. This includes the processing of registration money to ensure it is placed in the correct account as well as donated items and money collect the day of an event meet IRS rules and regulations.
6. Works with donors and University members on all matters of gifts of kind. This includes auctions.
7. Responsible for providing to Payroll each month University employees charitable deduction pledge forms as well as overseeing this gift processing.
8. Responsible for verifying all charitable matching gifts received. Point of contact for all charitable gifts and foundation grants received electronically.
9. Communicates the performance of the Office of University Advancement to senior administrators by communicating the necessary data points and approving final copies of internal and external reports, including (but not limited to) the monthly Board of Governors report, the Council for Aid to Education Survey of Voluntary Support to Education (VSE) report, Pledge Aging report and information for other University publications as requested.
10. Provides contribution data and Foundation revenue information as required by regular auditing and tax regulations in collaboration with Financial Services. Assists Financial Services in reconciliation of bank accounts by matching transactional entries and cash deposits with contribution entries.
11. Supports fundraising programs by supplying individuals within University Advancement with appropriate available contribution processing, designation and foundation financial accounting information necessary to effectively fulfill their responsibilities.
12. Assures donor confidentiality as well as the confidentiality of projects undertaken by University Advancement by conducting all personal contacts and communications with donors in a professional manner.
13. Manages all internal transactions and activities related to gifts of real estate, gifts of life insurance, trusts, matching gifts, stocks, bonds, DAFs, RMDs and charitable gift annuities.
14. Facilitates the achievement of established goals University Advancement by developing and maintaining cooperative working relationships with a variety of University units, particularly Financial Services, Financial Aid, Payroll, Athletics, Broadcast Services, University ticket offices, academic units and representing University Advancement units on University committees and projects.
15. Establishes and maintains professional competency and currency in the field of university development work as it relates to records and research through professional reading and contacts.
16. Participates as a cooperative member of University Advancement by assisting with the coordination of a variety of University events involving alumni and donors, including Homecoming activities, MarooNation Ball, building dedications, athletics events, dinners, and other social functions in order to fulfill various objectives of the University and University Advancement.
17. Contributes to the overall success of University Advancement by performing all other duties and responsibilities as assigned.
18. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
SUPERVISION
The Director of Records Management, University Advancement supervises the Assistant Director of Advancement Services, the Gift Processing Specialist, Administrative Assistants, part-time staff, and a number of student employees.
OFFICE OF HUMAN RESOURCES
REVISED JULY 2024
