Brandeis University – a distinguished top-tier private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Associate Director, Gift Administration.
Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of society’s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution. Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our founders’ pioneering spirit and intellectual pursuits continue today at Brandeis – from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine.
We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the university’s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.
Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.
The Associate Director, Gift Administration is responsible for working closely with IA managers and the Fundraising and Alumni Relations staff to provide guidance and expertise on all policies and procedures around gift revenue intake. In collaboration with the Director of Gift Administration, the Associate Director will be responsible for the day-to-day management of all activities related to the processing of, and communication around, check, cash and credit card gift submissions, as well as Brandeis National Committee membership fees and event reconciliation. The Associate Director will assist in data management and compliance, executing validation and QA processes to ensure the constituent and gift records are accurate and up to date.
- Serve as Gift Administration point-person for gifts from unknown sources; Overseeing the research and strategies in place to identify the source of funds and policies and procedures around acceptance and return of funds.
- Responsible for the submission of checks, credit cards and cash (including wires, stock and grants), evaluating all information and ensuring all requirements are met.
- Making critical decisions on whether funds are acceptable or not, and alerting schools and fundraisers about funds that are in danger of not being deposited, enlisting their assistance in retrieving required information.
- Overseeing the update of matching gift data in the IA CRM System (Ascend), which consists of recording matching claims on the individual and corporate records; paying off matching claims; identifying and recording accurate corporate mailing addresses for matching gift applications; maintaining or updating matching gift program guidelines for each company; recording or updating employment data for eligible donors.
- Review and evaluate effectiveness of gift acceptance policies and procedures; define, recommend and implement policy changes.
- Routinely initiate contact with major giving officers (MGOs) and senior administrators in all schools/units on policies, procedures and necessary deadlines.
- Triage and delegate gift inquiries submitted via the gift administration group listserv.
- Create and manage case reports and monitor metrics around closed or resolved cases, open cases and the duration of cases.
- Work with Senior Managers, Fundraising and Alumni staff and ITS to conceptualize the most appropriate use of the CRM System and related applications.
- Provides guidance and indirect technical leadership to staff related to system processes.
- Takes an active leadership role to ensure the successful use of the CRM system and acts as liaison in any system revamping or new implementations.
- Support training of all new/current staff on policy and system maintenance.
- Maintain authoritative and reconcilable tracking of all transactions connected to check, credit card and cash submissions, including donor, gift date, amount, recipient unit, and references to current and next steps.
- Perform financial adjustments of outflows from the check, credit card and cash accounts.
- In support of the Director assist in validating reconciliation for events, wire donations and stocks transfers.
- Collaborate with Finance on process improvement.
- Must maintain knowledge of and comply with IRS and University policies and procedures.
- Assist with the development of training materials and process improvements.
- Serve as senior team member and support the Director in overseeing the work of Gift Administration staff.
Commitment to Diversity, Equity, and Inclusion
“Brandeis is a community rooted in purpose, guided by enduring values, and determined to lead. Come add your talents and your voice to this vibrant and distinctive community.”
Ron Liebowitz, President of Brandeis University
Diversity, equity and inclusion aren't just important values at Brandeis today — they are rooted in our identity as an institution. They serve as a regular reminder for self-reflection, and a continuous call to grow. Founded as a model of ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of every nationality, religion, and orientation. Social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the diversity of our larger society. Brandeis embodies the American heritage of cultural diversity, equal access to opportunity and freedom of expression. Read more online about our Mission and Diversity Statements.
Brandeis University is an affirmative action/equal opportunity employer. It is the policy of Brandeis University not to discriminate against any person on account of race, color, ancestry, religious creed, gender, national or ethnic origin, sex, sexual orientation, age, genetic information, disability, veteran status, or any other category protected by federal or state law. The following person has been designated to handle inquiries regarding the nondiscrimination policies: Vice President of Human Resources, Bernstein-Marcus Administration building, phone: 781-736-4464.
Submit Your Candidacy
To learn more, visit the and our websites.
To apply, please visit our and submit your cover letter and resume via the Brandeis University Human Resources online portal.
- Bachelor’s degree required.
- 5-8 years of experience, preferably in a higher education setting.
- 3-5 years of supervisory experience
- Experience in higher education, development operations and gift processing database systems including an understanding of advancement process and terminology.
- Highly detail-oriented with a critical eye for accurate in data entry and analysis.
- Must be familiar with financial closing cycles.
- Sound judgment relating to confidential projects, school or student matters, including effective communication regarding such matters to the appropriate individuals.
- Ability to prioritize work and make continued progress on multiple projects simultaneously while adhering to deadlines.
- Knowledgeable with CASE standards and IRS regulations as it pertains to 501(c)3
- Demonstrates proficiency in email, word processing, spreadsheet, presentation and conferencing software, and relational databases with an ability to become comfortable and productive with the University’s alumni and donor systems. MS Office Suite and Salesforce experience highly desired.
- Exhibits excellent written and oral communication skills that promote academic and business professionalism and convey information clearly and concisely.
- Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy.
- Ability to successfully interact and collaborate with varied constituencies and at all times represents Brandeis University in an exemplary and professional manner.
- Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information.
- Adheres to University and departmental business policies and procedures.
- Excellent organizational skills with high attention to detail and follow-up.
- Self-motivated with an ability to work both independently and collaboratively.
- Must be able and willing to work occasional evenings and weekends with an attitude of doing what it takes to get the job done. As well as any high-volume periods such as Giving Day, Fiscal Year End and Calendar Year End.
- Must be able and willing to travel frequently throughout the United States and international regions, as needed, to attend events and meet with prospects and donors to further cultivation and solicitation strategies.
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