Assistant Director, Gift Systems, Receivables & Strategy

Job Type

Full Time




622 West 113th Street
MC4520 7th Floor
New York
United States


Reporting to the Associate Director of Major Gifts, the incumbent is responsible for management of the University’s major pledge receivables and pledge reminder cycle; for Columbia’s overseas foundations (UK and HK Funds); and for temporary accounts. Provides strategic and tactical leadership across all divisions and is responsible for maximizing pledge fulfillment while improving donor and fundraising relations.

Job Responsibilities include but are not limited to the following:

Major Pledge Management

·        Gift Systems point-person for major pledges, their payment schedules, and receivables;

·        Responsible for anticipated payment schedules and pledge fulfillment for major pledges.

·        Routinely initiate contact with Chief Development Officers (CDOs) and Senior Business Officers (SBOs) in all schools/units regarding major pledge receivables;

·        Alert CDOs and SBOs about major pledges that are in danger of becoming delinquent, enlisting their assistance in bringing them current;

·        Negotiate with CDOs and SBOs regarding the need to re-negotiate, with donors, regarding pledge payment schedules for delinquent pledges; when donor cooperation is problematic, initiate construction of a schedule of realistic dates and amounts for use in lieu of existing delinquent schedule;

·        Partner with OAD senior managers, and key Controller’s Office and Treasury staff regarding forecasting of cash flow resulting from pledge receivables;

·        Review and evaluate effectiveness of collection policies and procedures; define and recommend policy changes; and implement procedures;

·        Oversee work of analyst to review and prepare quarterly pledge reminder materials;

UK/HK Fund Management

·        In collaboration with Gift Strategy group within OAD, serve as final approver for managing and reconciling UK Fund and HK Fund reconciliations.

·        Negotiate…

Donor Advised Fund Management

·        Coordinate with Gift Strategy, OAD Finance and the Controller’s Office on all new donor advised fund (DAF) setup;

·        Create gift allocation for all new DAF gifts in Athena/Advance (both Columbia and Agency allocations);

·        Review and confirm with Gift Systems Data Entry team documentation detail before the DAF donor’s stock gift, check or wire is processed in Athena/Advance. Ensure all DAF transactions are handled expeditiously;

·        Seek and collect all documents (emails, agreements, authorization memo) pertaining to the DAF distributions;

·        Receive and confirm journal entry processed in ARC by the Controller’s Office for donor’s authorized DAF distributions;

·        Serve as resource, answering questions about entries booked in Athena/Advance for DAF transactions.

Holding/Temporary Account Management

·        Monitor content of Gift Systems’ Holding account, with goal of minimizing both the number of transactions in Holding, as well as length of time spent in Holding;

·        Maintain authoritative and reconcilable tracking of all transactions currently in Holding, including donor, gift date, amount, recipient unit, and references to current and next steps;

·        Strategize with Gift Systems colleagues on best approaches to moving transactions out of Holding;

·        Initiate contact and negotiate with development officers (including, but not exclusively CDOs) and school/unit business managers (including, but not exclusively SBOs) regarding the quick resolution of Holding account entries;

·        Perform financial adjustments of outflows from the Holding account


·        Must maintain knowledge of and comply with IRS and University policies and procedures


Bachelor's degree and/or its equivalent required. 3-5 years’ experience as a department manager in billing, accounting or information systems. Strong research skills, record keeping and database management skills. Good decision making skills, can handle multiple projects and meet deadlines. Detail oriented, organized and excellent communication skills.

Forward thinker who can establish and recommend receivables policies. Must have ability to shift priorities; superior problem solving capabilities. Ability to effectively prioritize and execute tasks in a high-pressure environment.

Columbia University is an equal opportunity/affirmative action employer.


Medical and dental coverage, tuition exemption, retirement contributions and more.

Professional Level

None specified

Minimum Education Required

4-year degree