Job Summary:
Loyola University Chicago’s Advancement division is seeking a collaborative leader with a commitment to the highest quality of data entry and maintenance, management, and standards to join its team. In partnership with the Director, Data Integrity and other members of the Advancement Operations team, the Associate Director of Data Integrity Gifts develops and manages the administration of all University contributions, including the development and management of policy and procedures regarding the accurate processing, storage, and data related to University contributions in Loyola’s donor database. The Associate Director will also work cross-functionally and be a significant point of contact both within the University Advancement Division (such as Gift Planning and Corporate and Foundation Relations) as well as with various University departments (such as General Accounting, Cash Management, and Office of Sponsored Program Accounting). Additionally, the Associate Director will supervise, mentor, and train two to three Data Integrity Analysts focused on gift processing. This position is hybrid, with a regular presence in the Loyola University Water Tower campus expected.
Duties and Responsibilities:
As part of a collaborative Data Integrity team, and under the direction of the Director, Data Integrity, the Associate Director, Data Integrity Gifts, will be a champion and leader for ensuring that fundraising and fundraising event transactions are of the highest quality. This includes, but is not limited to:
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Oversight, reporting on, documentation, training, executing, and evolving process for manual entry, import processes, quality control measures, and fiscally sound processing and corrections/adjustments of gift and advancement-related event transactions.
- Manage training or otherwise communicate complex data and systems to Data Integrity Specialists, as well as to a wide variety of audiences with varying levels of familiarity.
- Have a clear understanding of the Loyola University Chicago Gift Acceptance Policy, FASB accounting standards, CASE fundraising standards, general IRS standards for gifts and gift receipting, and other best practices and standards associated with higher education fundraising.
- Collaborate with the Associate Director, Data Integrity Data to ensure clean entry of biodemographic and receipting data during gift entry processes and workflows.
Other Essential Duties and Responsibilities Include the Following:
Gift Record Management and Entry: Through collaboration with the Data Integrity team, assist in the maintenance of gift entry and gift entry workflows, ensuring seamless integration of data into LUC Advancement’s systems
- Ensure that pledges, gifts, and biodemographic changes are processed accurately and on a timely basis. Process gifts as needed, based on volume, knowledge, and sensitivity.
- Ensure that all IRS guidelines pertaining to the processing of donations are met.
- Receive, accept, and organize incoming transactions from all appropriate sources; set up, prepare, assign, and monitor entry.
- Aid Gift Processing Analysts with in-office procedures, including check and credit card processing, ensuring that gifts are deposited to the bank and reconciled in accordance with University policies and procedures.
- Follow all standards for gift documentation storage and shredding.
Quality Control: Review and verify gift and designation data for completeness and accuracy, identifying and promptly rectifying errors or inconsistencies.
- Conduct research as necessary to ensure that all transactions are reflected correctly and that inquiries and problems are addressed quickly and accurately. Resolve missing, incomplete, or inaccurate information.
- Monitor and execute or assign tasks from the Gift Corrections queue, respond to inquiries as needed, and ensure. documentation for corrections is properly saved and tracked.
- Audit gift records to proactively improve gift record quality, and review transactions on a regular basis as needed.
- Collaborate with the Associate Director, Data Integrity Data, to ensure gift data and associated demographic data are entered in an efficient and accurate manner to flow through the receipt generation workflows.
Fiscal Administration: Play an essential role in maintenance of various gift-related projects and topics, as well as work with various division-wide and campus partners.
- Be able to create and update Designation and Accounting Unit records in the CRM.
- Communicate and address (in partnership with the Director of Data Integrity) various fiscal situations with appropriate division-wide partners, including but not limited to: Donor Relations, Executive Leadership Team, Corporate and Foundation Relations, Gift Planning, Major Gifts, Annual Giving, the Gift Acceptance Committee, and Information Services and Reporting.
- Request from and communicate with appropriate campus partners, including but not limited to: Cash Management, General Accounting, Office of Sponsored Program Accounting, Athletics, and Office of Student Affairs.
Problem-solving & Critical Thinking: Identify gift acceptance, advancement reporting workflows, gift data sources, and other critical situations, discern the role of Data Integrity and Advancement, the importance and urgency of the topic, and respond accordingly.
- Apply critical thinking skills to assess complex gift entry scenarios, identify potential issues, and determine the most accurate and appropriate ways to proceed and communicate the issue.
- Demonstrate a proactive approach to gift processing by not merely adhering to instructions but also applying critical thinking to anticipate potential issues before they arise.
- Take initiative to identify and address gift data quality concerns, making gift data accuracy and integrity a personal responsibility.
- Engage in ongoing self-assessment of gift entry processes, seeking opportunities to improve efficiency, accuracy, and overall gift data quality.
- Collaborate with colleagues to share insights and innovative solutions, contributing to a culture of continuous improvement in gift processing practices.
- Analyze gift data discrepancies and inconsistencies, proactively investigate root causes, and implement corrective measures to maintain gift data accuracy.
Documentation: Maintain clear and organized records of gift processing activities, including gift sources and entry timestamps.
- Contribute to the development and improvement of data management training documents and procedures, incorporating best practices to enhance overall gift data integrity.
- Involvement in the entire gift processing lifecycle, including defining gift record standards, collaboration with end users and subject matter experts, sourcing gift data from various channels, identifying patterns and trends, and formulating gift entry and gift record standards that impact the division.
- Documenting business processes for historical records and future reference.
Adherence to procedures: Strictly follow gift and data entry procedures and guidelines to minimize errors and maintain consistency, ensuring the highest gift record quality standards are met.
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Creating, monitoring, and tracking gift entry quality metrics to ensure adherence to established gift entry standards.
Continuous improvement: Contribute to the improvement of gift entry processes and suggest enhancements to optimize gift processing.
- Anticipating the impact of gift processing and structure on reporting generated by the Information Services and Reporting team, working in coordination to ensure gift data changes align with reporting updates and gift processing workflow expectations
- Perform other duties as required
