Associate Director, Gift Acceptance and Fund Management

Department

BSD DEV - Advancement Services

About the Department

Medicine and Biological Sciences Development’s mission is to inspire and facilitate philanthropy at the University of Chicago Medicine by building relationships with those who share its goals of advancing excellence in research, education, community, and patient care. We accomplish this mission through expertise, integrity, creativity, and collaboration.

Job Summary

The job uses best practices and knowledge of activities related to gift processing, including receiving, trouble shooting, processing, and other gift-giving related records matters. Uses knowledge of analytical methods and database tools to analyze, investigate and monitor highly sensitive and confidential donor data.

Responsibilities

• The Associate Director of Gift Acceptance and Fund Management oversees key gift administration processes for the Medicine and Biological Sciences Development (MBSD) office. 

• The Associate Director collaborates with MBSD gift officers, central Advancement, and financial administrators across the Division of Biological Sciences (BSD), Pritzker School of Medicine (PSOM), and University of Chicago Medicine (UCM) to create new gift accounts, monitor unclassified gifts, and provide guidance on gift acceptance and administration. The position also acts as a liaison between MBSD, Advancement, and finance functions regarding gift processes and issues, and serves as a subject matter expert on gift management.

• Drafts gift and pledge agreements supporting the BSD, PSOM, and UCM, partnering closely with MBSD gift officers and central Advancement to ensure alignment with donor intent, University policies, and legal requirement.

• Facilitates gift account creation by coordinating with financial administrators and central Advancement. Documents account creation processes. Fields questions on how gift funds are mapped between the University’s advancement CRM and University and Medical Center accounting systems.

• Monitors reports to identify and allocate unclassified or unclaimed gifts promptly and accurately. Promotes awareness of gift policies among MBSD staff and financial administrators in the BSD and UCM.

• Trains and oversees support staff (coordinator or assistant director) in preparing gift checks for processing, populating pledge and intention forms, providing onsite gift processing support for select events, and other administrative tasks.

• Pursues ongoing training to remain up-to-date on best practices in gift management and compliance.

• Provides professional oversight to maintain and secure highly sensitive and confidential donor, alumni, and student contact and relationship data. Uses database tools to analyze, investigate and monitor data.

• Monitors, and manages gift and grant account information within appropriate databases and includes important account /allocation attributes. Oversees daily report and document distribution.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• A minimum of three years professional experience in development/advancement, non-profit administration, donor relations, or similar field. 

• Experience in an academic medical center strongly preferred.

• Experience with Salesforce and Docusign.

• Familiarity with Oracle Cloud ERP and SAP BusinessObjects BI.

• Knowledge of PCI compliance, CASE and FASB standards, and IRS Publication 526.

Preferred Competencies

• Proficiency with Windows, network based electronic environments, and the Internet.

• Strong interpersonal and communications skills.

• Ability to synthesize information quickly and accurately.

• Attention to detail.

• Ability to work under tight deadlines and with limited supervision.

• Ability to manage multiple priorities.

• Collaborative approach in a matrixed environment.

• Discretion and confidentiality.

Application Documents

• Resume/CV (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled <