Director of Gift Management

VISION:  Transform the university through the power of generosity.

MISSION:  Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE:  The Gift Management department processes and manages the vast array of gifts that are received by the OSU Foundation, distributes the information to our many internal and external partners, generates donor receipts and pledge reminders, and provides a positive experience for donors.

PRIMARY PURPOSE:  Provide leadership and oversight of the daily and continuous administration of gift management and processing, which includes but is not limited to: management and growth of staff; financial integrity of the daily gift process and posting to the accounting financial system; prioritization of work and utilization of department resources; data integrity of donor identity, donor intent and quality of data entry; departmental, organizational and donor communication; and University and affiliate communication. Oversight of training for Gift Management staff and oversight of departmental processes and procedures.  

KEY AREAS OF FOCUS:

Leadership and Management of Staff (35%)

• Supervise, coach and develop the Gift Management staff.
• Evaluate and determine utilization of departmental resources to maximize efficiency, including ongoing technology assessment of automation and manual entry.
• Provide oversight of departmental training with emphasis on cross-training and building a bench.
• Collaborate with OSU Foundation and University staff on leading new initiatives related to gift processing/management.
• Analyze the impact of data changes and trends to assist AVP of Gift Management and Records & Information Management for communication with Leadership teams.

Financial Integrity/Data Integrity/Data Processes (40%)

• Work closely with Accounting to ensure the proper acceptance, tracking and recording of gifts and pledges is in accordance with Foundation policy and IRS regulations.
• Oversee/manage the daily bank deposit. This includes the efficient documentation of the details of cash management; working with the bank to troubleshoot and resolve deposit processes and working with Gift Management staff to ensure the proper documentation is maintained for the deposit log, donor intent, and authorization to process the gift.
• Oversight of and processing of gifts of all types – outright, pledges, GIKs, Grants, etc
• Oversight of the technical/automated aspects of processing gifts from various sources, included but not limited to bank drafts, online gifts, lockbox gifts, payroll, wires, recurring gifts, planned gifts, and credit card gifts from partner organizations (Athletics and KOSU)
• Collaboration with Accounting to provide oversight of the gift posting and reconciliation process, as well as applicable gift transfers and adjustments between the accounting financial software and the donor CRM.
• Oversight of daily gift receipts, monthly pledge reminders and management of the End-of-Year receipt process.
• Oversight of the gift back-up processes in the document management system.

Communication and Training (25%)

• Work with Foundation Staff and University staff to help them efficiently and effectively work with the Gift Management team by providing tools and resources to share gift information (deposit forms, pledge forms, etc.)
• Communicate with donors, Foundation staff and University staff on items related to gifts.
• Facilitate gift information training as needed to include Job Aides, Videos and In-Person sessions on the applicable systems.
• Oversight of Gift Management procedures to ensure they are published in ascend Knowledge and periodically reviewed.

Complete special projects as assigned.


JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications-

• Bachelor’s degree in related area(s) with a minimum of 7 years of full-time administrative work experience and 5 years of experience in managing teams is preferred.
• Previous experience with information management systems, researching and analyzing data and processes.
• Knowledge and experience related to development constituency relationship management (CRM) system is preferred.
• Equivalent combinations of education and experience may substitute for state qualifications.

Experience-

• Ability to understand and optimize technical aspects of a CRM and other systems related to the gift management process.
• Base understanding of gift management policy and IRS regulations.
• Ability to understand gift management/payment work-flow processes and develop and document processes and procedures.
• Ability to collaborate with team members, focus on job tasks and deadlines, and provide constructive feedback on issues related to gift management processes and procedures, and ensure processes are followed.
• Strong interpersonal, listening, and communication skills (including presentation skills) with a commitment to teamwork and willingness to work collaboratively with colleagues from across the organization.
• Proficient in project management techniques and tools and the ability to plan and execute ideas within a database environment.
• Proficiency in a variety of software applications including MS Office.
• Proven sense of humor and ability to have fun.

Organizational Competencies-

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments

PHYSICAL REQUIREMENTS:  Must use a computer workstation and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.