External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Assistant or Associate Director for Gift Processing. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.
Position Summary
As a member of the University of Virginia External Relations Operation’s team, the Assistant or Associate Director for Gift Processing will be responsible for reviewing and assuring the quality of gifts and pledges entered into the UVA Advancement (Salesforce Ascend) system. The Assistant or Associate Director reports to the Director, University Advancement Services.
This position will have responsibility for monitoring gift batches prepared by the gift processors using established metrics for accuracy, productivity, timeliness, and customer service. This position will coordinate workflow for a team of gift processors.
The Assistant or Associate Director will be expected to take responsibility for data entry of complex gifts and pledges and to assist with day-to-day operations during busy cycles. This position will act as an information resource for gift processing policies and procedures and provide advice and expertise on gift processing to all staff. In addition, this position will maintain a production and performance level that is appropriate for staff responsible for gift processing for the University, its related foundations, and associated entities.
This role requires the ability to understand and to use databases and other tools available and to choose the appropriate means to satisfy user requirements.
Execution of duties requires integrity, independence, initiative, judgment, discretion, and reliability. The employee's work affects the accuracy of gift reporting to donors, development officers, senior administrators and the financial system and directly impacts the integrity of the University’s Advancement program.
Responsibilities
This position supervises the gift processing team.
Will assist in managing all gift processing functions performed by Advancement Service’s team.
Manages the gift processors, coordinates workflow; assigns projects to processors; monitors backlog and redirects workflow; answers staff questions; helps processors resolve issues; acts as informational resource on gift processing procedures University-wide. Has primary responsibility for ensuring the completion and daily review of data entry batches, prior to posting to the database.
Works with Advancement Service’s team to produce various reports pertaining to gift transactions as requested including gift processing metrics and key performance indicators.
Is the resident expert for other personnel involved in gift entry, resolving problems arising from ambiguity of data and revising policies and procedures as needed; consult with supervisor if decisions require major changes in specified procedures.
Understands and can communicate the intricacies of processing planned gifts into the Salesforce Ascend system.
Responsible for complex research to ensure accuracy in the data that is being processed. This position also requires the ability to analyze this research as it relates to recording gifts, matching gifts, and pledges.
Provides excellent service to all constituents and works cooperatively as a member of the Advancement Service’s team.
Communicate with various constituents across the University including the Advancement community, business officers, and donors as appropriate, regarding gift-related issues.
Creates and maintains documentation and processes for colleges and units to allow for ease in submitting gifts and requests to the processing group.
Meets regularly with stakeholders to review gift data processing issues, provide feedback on staff effectiveness and skill set, and identify and recommend opportunities for processing improvements.
Mentors, trains, and evaluates gift processing staff, providing excellent service to all constituents, and working cooperatively as a member of the Advancement Service’s team.
Serves as support for processing gift receipts and pledge reminders within parameters established in Advancement Service’s policies and procedures (UVA Advancement Gift Manual) as needed.
Assists with other gift processing related duties as assigned including coverage for Help Desk.
Other duties as assigned
Minimum Qualifications
Bachelor’s Degree Required.
Minimum of 4 years' work experience in a role supporting fundraising such as Advancement Services, Donor Stewardship, Gift & Records Processing.
Experience in higher education or other equivalent experience preferred.
Management and leadership experience and the ability to coach and direct employees to perform and meet mutually agreed upon performance objectives.
Ability to create professional development plans for staff that align with the strategic goals of the department.
Skill in prioritizing assignments to accurately reflects the relative importance of job responsibilities.
Must have experience in data entry and analysis.
Experience with Salesforce, Kindsight Ascend, or similar software preferred.
Preferred Qualifications
Strong computer skills required, including advanced use of Microsoft Office Suite and the ability to learn new technologies and systems; SharePoint experience preferred.
A comprehensive understanding of gift processing includes planned gifts, security processing, matching gifts, gifts in kind, and bequests.
Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University.
Knowledge of the University of Virginia’s development data, standards, and practices.
Ability to read and interpret a variety of documents and use discretion in resolving issues and discrepancies with minimum supervision.
Ability to work accurately with detail in a busy, fast-paced environment to meet deadlines.
Ability to work in a team environment, establishing and maintaining cooperative and effective working relationships with others.
Ability to provide leadership and professional supervision to a team to achieve shared goals in an efficient and effective manner.
Ability to act with a high level of judgment and diplomacy when completing all job-related responsibilities.
Demonstrated willingness to adapt to change, proactively solve problems and to help others do the same.
Excellent oral and written communications skills.
Ability to represent the department and UVA External Relations in a friendly, courteous, and professional manner with excellent interpersonal skills using tact, patience, and courtesy.
Commitment to completing tasks in a timely manner.
Ability to prioritize projects and review work for accuracy.
Knowledge of the principles, methods, and practices of the development profession in general and as it relates to the University.
Demonstrated self-motivation and personal accountability
Ability to maintain confidentiality of all donor records and other sensitive information
Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs. Occasional lifting of computer-related equipment (approximately 40 pounds or less) is required.
Salary Range
Position Type & Work Location
This is an exempt-level, benefited position. Learn more about UVA benefits.
This is a restricted position, which is dependent on funding and is contingent upon funding availability.
UVA External Relations offers a flexible and hybrid workplace to attract, retain, and reward a diverse and talented team, and to promote an inclusive and equitable environment. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools.
Depending on the type of position and work performed, or as deemed by manager, some positions may be required to work intermittently in a shared office space located in Charlottesville, Virginia.
The ideal candidate for this position would reside within the Charlottesville area; however, this hybrid position can be worked remotely, with the expectation of being on Grounds a minimum of four times a year at UVA’s expense.
About UVA and the Community
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
Application Timeline
Application review will begin after July 13, 2026.
Additional Requirements
How to Apply
Please apply online, by searching for requisition number R0084913.
Internal applicants may search and apply for jobs on the UVA Internal Careers website. Complete an application with the following documents:
Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Reference Check Process
Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.
Contact
For additional information about the position, please contact Ann Walker, Associate Director for Staff Success, at [email protected].
For questions about the application process, please contact Jon Freeman, [email protected].
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.
