U.Va. Alumni Association

211 Emmet Street South

Charlottesville, VA 22903

Job Description:

Job Title:Gift Processing Relationship Manager

Full-time/Part-time:Full-time

FLSA Status:Exempt

Supervisor:Director of Gift Processing

Date Prepared:February 2018

General Summary:

As a key member of the University of Virginia Gift Processing Services (GPS) teamthe Associate Director, Gift Processing Services Relationship Manager interacts with all constituents of GPS. This includes University Advancement, school and foundation based directors of development, business officers, donors, and others regarding the processing, reporting and accounting for gifts and pledges, and the processing of requests for research and other data maintenance activities. This requires superior customer service skills andadvanced knowledge of all Advancement, CASE and IRS guidelines, and GPS functions.

This role requires the ability to understand and to use the databases and other tools available and to choose the appropriate means to satisfy user requirements. Execution of duties requires integrity, independence, initiative, knowledge, judgment, discretion and reliability. The employee's work affects the accuracy of GPS reporting to donors, development officers, senior administrators and the financial system and directly impacts the integrity of the University’s Advancement program.

Specific Duties and Responsibilities:

General

  • Serves as the “face” of GPS. Oversees the operations of the help desk, GPS phone line, mail processing, and performs additional administrative duties in support of the activities of GPS as needed.
  • Serves as the primary contact for GPS customers: receives, comprehends, resolves and responds to constituent inquiries and requests for support. Provides proactive training and education to support internal and external constituents.
  • Reviews daily fund transfers to constituents for accuracy prior to processing
  • Manages the processing of all wires, gifts in kind, major pledges and pledge reminders

Customer Support Services

  • Develops and maintains a web based customer support system to track all inquiries, alerts, and processing status.
  • Analyzes support data to identify trends and potential process or service issues, develops proposals to resolve, and coordinates with supervisor and GPS team to implement solutions as appropriate.
  • Coordinates and maintains the information to be provided on the UVa Gift Processing Services website to develop this as a resource for schools and units across the university as it relates to gifts and records management.
  • Develops and provides training for constituents and other system users. Schedules meetings, training sessions, and performs liaison role for GPS with constituents.
  • Facilitates regular meetings between constituent groups and gifts and records management to ensure open communication and positive relationships.

Specific Processing Responsibilities

  • Manages the processing of gifts in kind, including stock, tangible property, real property, etc.
  • Manages the processing of wires and ACH.
  • Manages the processing of major pledges and pledge reminders.
  • Supports the processing of gift acknowledgements and customized receipts within parameters established in GPS policies and procedures
  • Reviews daily ACH reports and summary to ensure accuracy of funds being transferred
  • Assists other members of the Administrative team with document processing and data entry of gift and other administrative duties as required. Serves as back-up for gift processing positions during times of high volume
  • Works with GPS team to produce various reports pertaining to gift transactions as requested.
  • Coordinates and processes data analysis and special entry projects as requested.
  • Assists with balancing and reconciling allocation/gift accounts when needed
  • Adds new constituent records to the database as needed, analyzes information and populates all appropriate data fields where information is available
  • Organizes, coordinates and maintains the integrity of hard and soft filing systems
  • Assists with other administrative duties as assigned

Minimum Position Requirements:

  • Undergraduate Degree Required.
  • Minimum of 5 years' work experience in a role supporting fundraising such as Advancement Services, Donor Services, Gift Processing Records, Higher Education, or other equivalent experience.
  • Experience in a customer service role
  • Experience managing web basedcustomer support ticketing system preferred.

Additional Essential Skills:

  • Exemplary interpersonal skills, the ability to interact with staff and management throughout the University community in a prompt and professional manner, on a wide variety of development and advancement related issues. The highly public nature of the duties of the position requires communication skills which will be frequently tested. Writing/proofreading skills are essential and a good understanding of the English language, (both written and spoken) is highly important.
  • Knowledge of the principles, methods, and practices of the development profession in general and specifically at the University of Virginia and its related foundations.
  • Knowledge of the University of Virginia’s development data, standards and practices.
  • Requires a comprehensive understanding of the overall responsibilities of GPS. This includes gift processing policies and procedures, acknowledgment processes, the prospect management system, biographical maintenance, and other Advancement data related activities.
  • Working knowledge of AdvanceWeb, Advance Performance or similar software.
  • Comprehensive knowledge of CASE standards
  • Strong understanding of IRS guidelines as they relate to charitable giving
  • Strong computer skills required, including advanced use of Microsoft Office Suite and the ability to learn new technologies and systems.
  • Good organizational skills and detail oriented working habits
  • Must be able to work accurately with detail in a busy, fast-paced environment to meet deadlines.
  • Commitment to complete tasks in a timely manner.
  • Must be able to act with a high level of judgment and diplomacy when completing all job-related responsibilities.
  • Must be able to work independently and as part of a team
  • Demonstrated willingness to adapt to change, proactively problem solve and to help others do the same.
  • Must possess strong analytical and critical thinking skills.
  • Demonstrated self-motivation and personal accountability.
  • Ability to maintain confidentiality of all donor records and other sensitive information.

Supervision:

This position supervises the Client Services Specialist position.

Contacts:

  • UVA Alumni Association senior staff
  • UVA Alumni Association employees
  • University of Virginia departments
  • University of Virginia related foundations and affiliated organizations
  • Outsourcing providers, contractors and vendors
  • General public

Environmental/Working Conditions:

Occasional lifting of computer-related equipment (approximately 40 pounds or less) is required.

TO APPLY, please send a cover letter and resume to Laura Fekishazy, Director of Human Resources, at .