Oversees gift and pledge coordination and maintains highly sensitive biographic details regarding donors. Analyzes and implements operational objectives that align with the overall strategic plan. Leads team and serves as a subject matter expert. Formulates and monitors budgets and performs associated financial duties. Ensures compliance with policies, procedures, and regulations.
PAE-Operations and Quality Administration
The Division of Philanthropic & Alumni Engagement (PAE) at the University of Pittsburgh is dedicated to fostering meaningful relationships with donors, alumni, and stakeholders, supporting the University's mission in education, research, and healthcare. We invite you to become a pivotal part of our team as the Director of Records Management.
Gift ManagementAs the Director of Records Management, you will be an integral leader within PAE's Advancement Operations department, reporting to the Associate Vice Chancellor of Advancement Technology and Records Management. You will oversee and strategically guide the Records Management team, which includes Gift Processing, Bio/Records Processing, and Gift Administration. Your leadership will be crucial in setting and achieving strategic and operational goals that align with PAE's objectives, ensuring excellence in daily operations and continuous improvement. Key responsibilities include:

• Serve as the primary contact for service inquiries and delegate tasks to the Records Management team.
• Formulate and monitor budgets, manage financial tasks, and oversee gift and biographic records management.
• Ensure data quality and accuracy in gift administration and support Gift Accounting with reconciliation and auditing.
• Maintain compliance with gift processing policies, donor records, IRS guidelines, and CASE standards.

Staff Supervision

• Lead the hiring process, task distribution, performance evaluations, and other HR-related tasks.
• Manage work schedules, approve timecards, and provide professional development for the team.

Strategic Planning

• Develop and execute strategic and operational plans that align with PAE's overarching strategy.
• Establish and maintain adherence to policies, procedures, and standards.
• Create and implement Records Management standards, policies, procedures, process workflows, and training protocols.
• Ensure the Records Management team evolves to meet the dynamic needs of Records Management, PAE, and the University of Pittsburgh.
• Champion the innovative use of technology, systems, and resources to enhance team operations and support system updates and feature enhancements.

Why Join Us?

• Impactful Work: Play a crucial role in supporting the University's mission through effective records management.
• Collaborative Environment: Work within a supportive, innovative, and dynamic team.
• Professional Growth: Opportunities for continuous learning, professional development, and career advancement.
• Competitive Benefits: Enjoy a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

Ready to make a difference? Learn more about PAE and apply today.
Join us in shaping the future of education, research, and healthcare at the University of Pittsburgh!
Essential FunctionsLead the Records Management team and serve as a subject matter expert for gifts, bio/records management, and gift administration. Direct and oversee gift and biographic record management; oversee gift administration data quality and transaction accuracy. Supervises staff, including hiring, distributing and reviewing work, conducting performance reviews, documenting disciplinary actions, and overseeing other human resource administration.
Physical EffortLittle physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.
The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.
The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.
Assignment CategoryFull-time regular
Job ClassificationStaff.Assistant Director - PAE Records Management
Job FamilyPhilanthropy & Engagement
Job Sub-FamilyDonor Relations & Stewardship
CampusPittsburgh
Minimum Education Level RequiredBachelor's Degree
Minimum Years Of Experience Required5
Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.
Additional Details About Required Licensure/CertificationMust be willing to be in person and in the office. Must have accounting skills, supervisory experience, and ability to handle a high volume of work. Must be willing to adjust to changing workload during peak periods (e.g., giving day, fiscal year-end, calendar year-end, etc.) in a collaborative, fast paced, dynamic, and sometimes stressful environment.
Work Schedulee.g., Monday - Friday, 8:30 a.m. - 5:00 p.m
Work ArrangementOn-Campus: Teams that work on campus, in an office, or in a lab.
Hiring Range$80,000.00 - $90,000.00
Relocation OfferedNo
Visa Sponsorship ProvidedNo
Background CheckFor position finalists, employment with the University will require successful completion of a background check
Child Protection ClearancesNot Applicable
Required DocumentsResume
Optional DocumentsNot Applicable