Assistant Director Of Ugaf Gift Accounting

Position Information

Classification Title Administrative Support Manager/Supervisor FLSA Exempt FTE 1.00 Minimum Qualifications

Requires at least a baccalaureate degree in the field. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

• Bachelor's degree in Business Administration with full-time professional experience in business administration or related field

• At least three years of supervisory experience

• Knowledge of University policies and procedures

• Previous development experience and/or background in a non-profit or educational institution

• Blackbaud CRM or other fundraising software experience

Position Summary

The Assistant Director of UGAF Gift Accounting is responsible for overseeing the gift entry operations of the UGA Foundation's (UGAF) Gift Accounting department housed in the Division of Development & Alumni Relations (DAR). The incumbent provides critical support to DAR by ensuring the accurate and timely entry of gifts to the University of Georgia. A thorough understanding of policies, procedures, and systems are necessary. The Assistant Director will be able to analyze and provide solutions to problems as requested. The incumbent is expected to have demonstrated adherence to confidentiality and the ability to demonstrate the highest standards of professionalism and performance as evidenced by collaborative teamwork, initiative, critical thinking, good judgment, consistency of output, timeliness of follow-through, ability to prioritize, and to participate in high level strategies and gift processing discussions.

The review, oversight, and supervision of gift entry processes include but are not limited to maintaining the UGAF pledge portfolio and accurately recording gifts made by cash, stock, credit card, etc., as well as exploring avenues for new revenue streams. Communication with all parts of DAR, units across UGA campus, and outside donors is expected.

Knowledge, Skills, Abilities and/or Competencies

• Self-starter, takes initiative, and can work independently as well as in a team environment

• Exemplary oral and written communication skills

• High level of initiative and follow-through

• Demonstrated ability to organize work, coordinate projects with others, manage multiple projects simultaneously, and meet and negotiate deadlines

• Excellent research and analytical skills, including the ability to analyze and interpret business and financial data and information

• Sound judgment, tact, and discretion in handling confidential information

• Proficiency with productivity tools including Excel, Access, Word, and PowerPoint

• Demonstrates a commitment to outstanding customer service

• Exhibits behavior that supports the mission, vision, and values of the University of Georgia

• Communicates and employs interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct

Additional Division Expectations:

• Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.

• Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

Physical Demands

• Work in a standard office environment

• Sit and work at a computer workstation for extended periods of time

• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence

• Communicate effectively in writing, speaking, and listening

• Organize and establish priorities; Remember detail; multi-task

• Lift and/or move up to 20 pounds

• Walk, stand, stoop, lift, kneel, climb

Is driving a responsibility of this position? No Is this a Position of Trust? Yes Does this position have operation, access, or control of financial resources? Yes Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities

Team Leadership and Communication

• Provide leadership and direction to the Gift Entry team in Gift Accounting whose primary responsibilities include analysis and entry of cash, checks, and credit card payments; stock transfers; wires; ACH payments; UGA charitable sponsored projects; affiliate organization giving; pledges; and planned gifts.

• Manage team workflow to ensure the timely and accurate recording of gifts.

• Ensure cross training of team members to prevent delays and accommodate peak seasons.

• Oversee human resource functions including timesheet management, absence approval, performance evaluations, and filling position vacancies.

• Document team priorities and goals and develop steps to achieve successful outcomes.

• Monitor team metrics.

• Communicate with donors, colleagues, and financial institutions providing giving instructions and designation information. Regularly follow up on outstanding items. Adjust transactions as appropriate.

Percentage of time 25 Duties/Responsibilities

Gift Entry

• Review and entry of UGA charitable sponsored projects from award and payment queries from UGA's financial system. Review backup for each award to determine if award may be considered charitable. Enter and commit eligible awards as pledges and/or payments as appropriate.

• Enter or review and commit revenue when needed based on gift volume, revenue priorities, and team staffing needs.

• Review or approve pledges, gifts in-kind, stock gifts, and planned gifts for accuracy.

Percentage of time 25 Duties/Responsibilities

Events Management

• Review event approval forms, determine fair market value of event options, evaluate gift portion, set up events in GAIL, reach out to requestor for any clarifying information.

Percentage of time 10 Duties/Responsibilities

Revenue Reconciliation and Controls

• Perform revenue reconciliations to research, identify, and document reconciliation items. Prepare journal entries and adjustments to resolve identified discrepancies. Escalate any unusual discrepancies for additional review and action. Document completion of reconciliation procedures regularly, highlighting any unresolved items.

• Review revenue adjustments and clearing entries in GAIL for appropriateness and accuracy. Identify any corrections that need to be made in GAIL or FAME and communicate as needed to reduce avoidable errors. Process refund adjustments and clearing entries through to payment.

• Monitor online/electronic payment channels to ensure all transactions are accounted for in revenue workflow. Test and monitor new payment sites to ensure accuracy of revenue data. Evaluate requests for new payment channels to support payment and data security and efficient revenue operations.

• Collaborate with Data Analytics and Internal Control teams to develop and conduct additional revenue reconciliation procedures, as necessary.

Percentage of time 25 Duties/Responsibilities

Business Process Monitoring and Improvement

• Refine business processes to maintain efficiency and utilize new technology.

• Maintain expertise in revenue functions in the donor database (GAIL).

• Identify problems that arise in recording transactions and collaborate with internal and external partners to find solutions.

• Assist in developing and implementing data management practices that will further the fundraising and relationship management goals of the University.

• Identify opportunities to enhance the services provided by Gift Accounting.

Percentage of time 15

Contact Information

Recruitment Contact

Contact Details

For questions concerning this position or recruitment progression, please refer to the Recruitment Contact listed below.

Recruitment Contact Name Development & Alumni Relations' Office of Talent Management Recruitment Contact Email dartalent@uga.edu Recruitment Contact Phone

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this vacant position?

• African American Development Officers (AADO)

• Association of Fundraising Professionals (AFP)

• Annual Giving Network

• CASE

• Chronicle of Higher Education

• Chronicle of Philanthropy

• Current UGA Employee

• Diverse Jobs

• Handshake

• HigherEdJobs

• Insight Into Diversity

• LinkedIn

• Talent Management Newsletter

• UGAJobs (UGA's job board)

• Other (please provide)

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter

Optional Documents

Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact University HR (hrweb@uga.edu).

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status.