IA Associate Director

Summary of Position:

Who We Want:

An ambitious and dynamic leader with a proven track-record of processing, acknowledging, and managing donations and gifts to serve as the University of Texas at El Paso (UTEP) Institutional Advancement’s (IA) Associate Director of Gift Processing.

You embody an unending commitment to positively contributing to our team culture; we all commit to making UTEP IA a great place to work. You have tenacious optimism and a goal-oriented, growth mindset, with the ability to remain flexible and develop creative solutions in pursuit of always maintaining forward momentum.

You thrive in a dynamic environment, continually balancing competing priorities. You have the ability to work independently and collaboratively, supporting the success of all colleagues and volunteers, and prioritizing UTEP’s overall goals above personal achievement.

What You’ll Do:

Reporting to the AVP of Advancement Services, you'll lead the Gift Processing team and oversee the daily gift processing operation. You'll be responsible for making critical business decisions, independently and with full accountability. You'll ensure operational efficiency and economy of the Gift Processing Unit and implement and exercise functional authority for planning, organization, control, integration, and completion of projects.

With a laser-focused attention to detail, you'll ensure the accuracy and integrity of gift and constituent data, including data inputs and outputs, as well as data reported to various internal and external constituents in a timely manner. Utilizing the University's alumni and donor database (Raiser's Edge), you'll track gift/financial and biographical information on alumni, friends, and donors. In addition, you'll be compiling, verifying, and preparing reports, information, and analysis of gift and donor data.

You'll monitor the formulation and coordination of gift cost centers, requirements for gift transactions, and associated documentation. You'll be responsible for reviewing gift agreements for important information related to gift pledges and payments. You'll also conduct data audits, implement data hygiene measures, and develop and implement training programs for the Gift Processing Unit.

You'll be charged with serving as the liaison between the department and internal or external customers for all matters related to Gift Processing and Gift Records. Promoting the organization's policies and procedures in compliance with local, state, and federal rules and regulations, you'll also advise University personnel regarding the development and implementation of regulatory strategy, potential areas of regulatory concern, and new government/regulatory developments.

Staying on top of record maintenance and compliance requirements, you'll establish recordkeeping procedures and monitor records for appropriate information retention. You'll also develop and implement administrative standard operating procedures for the Gift Processing Unit. With a clear understanding of objectives that shape the workplace culture and move the needle for your unit, you'll implement policy, program, and operational changes within the Gift Processing Unit.

With analytical precision and goal-setting skills, you'll assist in strategic planning initiatives, including the development and implementation of short and long-term objectives. Your creativity and inspiration will be instrumental in developing a vision for the Gift Processing Unit. You will implement metrics to track the progress toward goals for the Gift Processing Unit. In addition, you'll also participate in various committees, professional trainings, industry conferences, and conventions. In this context, you'll maintain up-to-date knowledge of CASE management guidelines and standards.

As a manager, you build trust with your team through authenticity, shared vision, and transparency. You invest time and energy in growing your team professionally and personally, to remove barriers for their success, and foster a team culture that pursues excellence while also caring deeply about the human behind the job.

Essential Functions

Implements directives, operational changes, programs, and policies corresponding to the division or unit.

Performs tasks as assigned using existing procedures, practices, techniques, etc.

Completes standard assignments and responsibilities and makes recommendations for improvement/efficiency, resourcing, etc., as necessary.

Uses existing procedures to solve issues that are strategic in nature.

Coordinates donor and funding efforts, services, events, programs, etc. as assigned.

May assist in the development and implementation of fundraising initiatives.

Impacts own work unit through accuracy and quality of own work.

Works within standardized functional procedures and practices to achieve objectives and meet established deadlines

Exchanges information in a clear, concise, and straightforward manner with internal and external partners, stakeholders, alumni, constituents, and friends of the University

Develops working relationships with various teams, units, campus partners, and external partners.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Other duties may be assigned; specific roles may have additional responsibilities due to the nature of the specific role/division/unit.

Supervisory Responsibilities: Yes, will plan and direct day-to-day work of staff or small work unit; typically, all direct reports perform very similar or related work.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications:

Education: Bachelor's Degree

and

Experience: Four (4) years of related experience in database management, donation processing, cash-handling, or accounting; and training to the statement of duties and responsibilities; or equivalent combination of education and experience.

Preferred Qualifications:

Experience in a non-profit organization and/or higher education fundraising setting

Experience using a fundraising database (e.g. Raiser’s Edge/NXT)

Proficiency in Microsoft Office software and ability to learn and use institutional software systems

Key Performance Indicators:

Understanding how you would measure success in a role is critical to understanding if it’s a good fit. At Institutional Advancement, we believe Key Performance Indicators (KPIs) contribute not only to the overall productivity of our division but also to our team engagement. Key performance indicators are just one aspect of how performance is evaluated, complemented by role-based competencies and a demonstrated commitment to positive organizational citizenship.

The Key Performance Indicators (KPIs) for this role:

• Accuracy of Gift Entries
• Gift Processing Time
• Receipts and Acknowledgment Turnaround
• Deposit Timeliness
• Compliance and Documentation

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 10 pounds.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee’s or prospective employee’s right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.