Assistant Director of Gift Administration, Special Gifts

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

Gifts Administration

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Assistant Director of Gift Administration - Special Gifts is a critical member of a high-performing and centralized gift administration team. The Assistant Director of Gift Administration - Special Gifts will be the primary liaison to field the most complex contributions as well as the high-profile donations received by the university. The Assistant Director of Gift Administration - Special Gifts will assist the Director in the successful recording, maintenance, receipting, documentation, and collection of complex philanthropic contributions in accordance with the policies and procedures as needed. The Assistant Director of Gift Administration - Special Gifts will work in tandem with the Assistant Director of Gift Administration – Operations to maintain consistency and stability in the operations across the team.

Essential Functions:

1.) Handle Specialized Gifts

• The Assistant Director of Gift Administration – Special Gifts will support the Director and work closely with the Assistant Director of Gift Administration - Operations to handle high-profile contributions received by the university, as and when needed including but not limited to: (1) Gifts and pledges of $1,000 or more; (2) Contributions from trustees and other high-level volunteer leaders; (3) Contributions from members of the President’s Council; (4) Corporate in-kind gifts, eligible corporate discounts, and other corporate philanthropic contributions; (5) Personal in-kind gifts; (6) Securities gifts; (7) Estates in administration; (8) IRA roll-over gifts; (9) DAF gifts; (10) Other planned gifts; (11) Non-federal grants.

           

2.) Data Maintenance

• The Assistant Director of Gift Administration – Special Gifts will also utilize their institutional knowledge and expertise to analyze existing contribution data and suggest improvements within CRM Advance particularly as it relates to ‘Contributions’. The Assistant Director of Gift Administration – Special Gifts will periodically initiate and seek approval from the Director on any large-scale or new maintenance projects related to the accuracy of the data.

3.) Coordination and Communication

• The Assistant Director of Gift Administration – Special Gifts will maintain frequent contact with fundraisers and University Advancement to assist with the proper handling of upcoming transfers and receiving of gifts included but not limited to Pledges/Matching Gifts/Portals/Wires/Stock Gifts.

• The Assistant Director of Gift Administration – Special Gifts will also work in close collaboration with the Assistant Director of Gift Administration – Operations to identify and coordinate their existing workload and will adhere to all the procedural instructions applicable across the team.

• Monitor all communication requests (incoming/outbound) relevant to specialized gifts and high-profile donations.

• Review and coordinate routinely with the Director to ensure newly received Gift Agreements meet the requirements for processing into the donor database.

• Coordinate with Finance on an ongoing basis to maintain current designation accounts as well as the creation of new designation accounts in the database.

• Establish communication channels with development officers, divisional business officers, finance staff and other administrators as needed.

• Assists the Director and coordinates with the Donor Relations unit in the production of pledge re