Associate Director of Advancement Operations
Posting Category: E
About UIS: Located in the state capital, the University of Illinois Springfield is one of three members of the University of Illinois system. The University serves more than 4,000 students in 44 graduate and 56 undergraduate programs. You are encouraged to visit the university web page at http://www.uis.edu.
Application deadline: Open Until Filled
Annual Salary Range: $63,000 - $73,000
Summary:
Provides high-level consultation and administrative decision-making on behalf of the Division of Advancement and the UIS Vice Chancellor for Advancement/UIF Senior Vice President. Responsible for helping with the management of the Division of Advancement infrastructure, including budget, human resources, and operations. Represents UIS and UIF when needed to both internal and external constituents. Responsibilities require exercising complex critical thinking, acting with absolute discretion, making independent judgments, and exercising discretionary actions for the benefit of the University and its supporters.
Duties & Responsibilities:
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Provides strategic advice and guidance to the Vice Chancellor for Advancement consistent with University Administration, UIS, and UIF policies and best practices impacting all operations with a special focus on major gift development. Maintains records of departmental responsibilities and deadlines, manages confidential donor files, and assists DOSIO with reviewing, updating, and evaluating departmental policies and operational procedures; manages and controls confidential documents including institutional and historical documents.
- Subject matter expert providing guidance and counsel to complex gift- and account-related inquiries from units, donors, and other constituents; researches and resolves complex issues surrounding financial and legal matters with the Division of Advancement, interacting extensively with UIS, University Administration, UIF financial personnel, and legal counsel.
- Division of Advancement HR lead; manages personnel functions, processes all HR transactions, manages performance evaluations, manages hiring and separation of staff. Serves as the primary contact/liaison for UIF, UIS units, other staff for questions from donors, staff, and units regarding gift transactions; follow-up on gift transaction changes.
- Manages gift funds, expert in gift fund restrictions/policies/guidelines to ensure compliance, provide payment processing back up to Advancement Operations when necessary, oversees all aspects of the gift process from ensuring gifts are processed correctly, to making sure they are spent appropriately, and working with units to resolve fund issues, such as accumulations or deficits. Respond to unit questions about gift funds, and processes financial data updates in TED.
- Develops and provides recommendations and manages multiple Division of Advancement annual budgets through analysis of current/past operating budgets. Also works with all UIS units that have fundraising budgets to provide required accountability and reporting per University policy.
- Work with Office of Financial Assistance and IT to set up and configure the annual donor-funded scholarship application - add new scholarships; update changed scholarships; upload and set criteria; determine and update award amounts for each scholarship; provide current scholarship detail updates to Lisa and MGOs; verify ready to award and verify receipt of thank you letters so that awards will be processed in the Fall, manage balance, determine awards, resolve deficits, etc.
- Demonstrates high standards of professional ethics by skillfully administering the set-up, processing, and distribution of private gift funds while monitoring for compliance with the regulatory environment, including complex Internal Revenue Service standards.
- Assists with drafting/editing of major gift proposals and gift agreements on behalf of the Vice Chancellor for Advancement and all major gift officers.
Minimum Qualifications:
1. Bachelor's degree is required.
2. Four (4) years of administrative experience in higher education and/or advancement.
3. Work experience in accounting.
Preferred Qualifications:
1. Master's degree
2. Six (6) years of administrative experience in higher education and/or advancement.
3. Experience working in HR.
4. Ability to maintain confidentiality and to exhibit good judgment in making decisions in compliance with University policy.
5. Understands and adheres to the Association of Fundraising Professions Donor Bill of Rights.
6. Increasing responsibility in office management
7. Experience with Banner and TED (the UI alumni and donor engagement database).
Knowledge, Skills & Abilities:
Strong communication skills
Computer skills: mastery with creation and analysis of computer-generated databases, spreadsheets, preparation of charts, graphs and computer-generated visual programs
Microsoft programs: Access, Excel and Word
Physical Demands:
Travel Requirements:
0% N/A
Employment Policies and other information:
The University of Illinois System is an equal opportunity, affirmative action employer dedicated to building a community of excellence, equity, and diversity. We are committed to fostering an inclusive environment and we welcome applications from qualified individuals of all backgrounds and identities. The University of Illinois System does not discriminate against any applicant or employee based on their real or perceived race, color, religion, sex, national origin, ancestry, age, order of protection status, genetic information, marital status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran and will comply with all federal and state nondiscrimination, equal opportunity and affirmative action laws, orders and regulations. Visit University of Illinois Non-Discrimination Statement
The University of Illinois System conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law.
The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.
As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility.
This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.
Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.
UIS employment in this role is not covered by Social Security, and instead, is covered by the State University Retirement System.
- You will not pay Social Security taxes and your earning will not be on your Social Security Record. (Your record will, however, show your Medicare wages.
- Your pension from the State Universities Retirement System may affect the amount of your:
- Social Security benefit and
- Social Security benefit as a spouse
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted by contacting UIS HR at [email protected] or call 217-206-6652.
***Please Note: All postings close at 5:00pm CST on the posting close date.***
