What are the responsibilities and job description for the Assistant Director for Advancement Services position at Syracuse University?
Job Description
Reporting to the Executive Director of Advancement Services, the Assistant Director manages, implements, and evaluates systems, policies, workflows, and processes for recording, reporting, receipting, and acknowledgement of philanthropic pledges and gifts received by Syracuse University. This role requires a comprehensive understanding of CRM or an equivalent database, and related system procedures, practices, and accounting. They will direct and manage the pledge reconciliation process and related integrity issues; retrieve and analyze pledge data; generate files/reports for monthly mailing and communicate with fundraising staff and donors. The role oversees the delinquent pledge process and related communications. An understanding of unit and university policies and procedures is critical. The Assistant Director will generate fundraising reports, campaign reports, institutional reports, and ad-hoc giving reports. Additionally, the position directs and supervises a team that includes the Matching Gifts Coordinator and Data Analyst. They provide support for gift processing functions as needed.
This role requires occasional work outside standard business hours, including in December during Orange Appreciation Days.
Education and Experience
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.
About Syracuse University
Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.
About The Syracuse Area
Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.
EEO Statement
Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.
Commitment to Supporting and Hiring Veterans
Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
Commitment to a Respectful and Welcoming Community
Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.
Reporting to the Executive Director of Advancement Services, the Assistant Director manages, implements, and evaluates systems, policies, workflows, and processes for recording, reporting, receipting, and acknowledgement of philanthropic pledges and gifts received by Syracuse University. This role requires a comprehensive understanding of CRM or an equivalent database, and related system procedures, practices, and accounting. They will direct and manage the pledge reconciliation process and related integrity issues; retrieve and analyze pledge data; generate files/reports for monthly mailing and communicate with fundraising staff and donors. The role oversees the delinquent pledge process and related communications. An understanding of unit and university policies and procedures is critical. The Assistant Director will generate fundraising reports, campaign reports, institutional reports, and ad-hoc giving reports. Additionally, the position directs and supervises a team that includes the Matching Gifts Coordinator and Data Analyst. They provide support for gift processing functions as needed.
This role requires occasional work outside standard business hours, including in December during Orange Appreciation Days.
Education and Experience
- Bachelor’s degree, with relevant accounting work experience and a demonstrated ability using office automation tools.
- Experience with a CRM/database system and/or exposure to non-profit fundraising is preferred.
- Three (3) plus years of practical data retrieval, budget work and information correlation.
- Demonstrated expertise in the Microsoft 365 suite of applications.
- Demonstrated and comprehensive understanding of CRM/donor database, procedures, practices, and accounting knowledge.
- An understanding of the relationships of gift policies and procedures to those of the University as a whole is critical.
- Ability to learn, interpret, and apply a variety of complex policies and procedures with minimal guidance.
- The ability to share ideas and convey them in an efficient manner is mandatory, as is the ability to work with other departments on the Campus in the interpretation and enacting of these policies and procedures.
- Manage, implement, and evaluate systems, policies, workflows, and processes for recording donor pledges and gifts for the Office of Advancement Services.
- Direct and manage the pledge reminder process, related data integrity and donor communications.
- Oversee pledge delinquency process, communicating with fundraising staff and donors.
- Oversee and reconcile the recurring pledge write-off process.
- Retrieve and analyze pledge data, generate files for monthly mailing and communicate with fundraising staff and donors.
- Exercise good judgement to identify unique circumstances and constituents requiring special handing/attention.
- Provide monthly pledge-expectancy reports to schools/colleges/units and Senior Leadership.
- Research and resolve questions from donors regarding gifts and pledges.
- Create giving summaries for donors and continually assess processes for improvement.
- Assess and resolve all gift/pledge reconciliation issues with Treasurer’s Office, Office of General Accounting, Comptroller¿s Office, and auditors.
- Create and maintain purpose and designation records in CRM and online giving sites, requiring understanding of reporting and usage codes, as well as departmental hierarchies at the university.
- Maintain current documentation of procedures and standards for data entry, report creation, gift acknowledgement and donor record gift entry.
- Support the Executive Director and Assistant Director, Revenue Processing with the development, dissemination, implementation, and adjustment of systems policies, procedures and standards for data entry, data mining, report generation, gift processing and donor tracking.
- Identify and implement CITRUS function improvements that facilitate and document donor outreach.
- Direct, train, supervise and evaluate staff including the Matching Gifts Coordinator and Data Analyst, who are responsible for matching gifts administration, the implementation and support of Match360, data integrity initiatives, and the implementation and support of the membership interface in CITRUS.
- Provide continuous staff training, ensure maintenance of quality standards for data entry, data integrity, and report/dashboard generation.
- Stay current on Advancement Services/industry practices and changes in tax law to increase productivity and compliance.
- Create and assess fundraising reports/dashboards, campaign reports, and ad-hoc giving reports for Senior Leadership, Chancellor’s Office, Office of General Accounting, as well as school/colleges/units.
- Collaborate with Chancellor’s Office, Trustees Office, and Senior Leadership with respect to ongoing Philanthropic Giving Reports.
- Generate retrievals, analyze data for accuracy/ data integrity and approve modifications and changes to donor records.
- Direct and generate annual institutional reports for Volunteer Survey for Education, Council for Advancement and Support of Education (CASE), and IRS whose mandates impact institutional and external publications.
- Compile and analyze data to fulfill externally mandated reporting requirements.
- Other duties as assigned.
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.
About Syracuse University
Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.
About The Syracuse Area
Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.
EEO Statement
Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.
Commitment to Supporting and Hiring Veterans
Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.
Commitment to a Respectful and Welcoming Community
Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.
