Assistant Director of Gifts & Records

Classification Title:

Assistant Director, Gifts & Records

Classification Minimum Requirements:

Bachelor’s degree in an appropriate area of specialization; or an equivalent combination of education and experience.

Job Description:

The Assistant Director of Gifts & Records at University of Florida Advancement plays a vital role in ensuring the accuracy and efficiency of development operations. This position leads cross-functional projects, monitors progress on data-driven initiatives, and acts as the primary point of contact for incoming communications related to gifts and records.

Reporting to the Director, the Assistant Director is responsible for the timely resolution of gift and data inquiries, maintaining accurate constituent records, and driving strategic enhancements to workflows and systems that support the Advancement mission.

Operational Management

• Serve as subject matter expert in the areas of memberships, gift processing, data integrity, records management, training, and compliance.
• Work across Advancement operations to obtain an in-depth understanding of processes to aid in decision making and priority setting.
• Lead, monitor, and manage project team tasks, assignments, and timelines to ensure timely delivery of projects.
• Identify obstacles, devise solutions, and maintain project management system to ensure timely resolutions.
• Prioritize multiple assignments and execute strategies within limited timeframes to meet deadlines, ensuring project deliverables are met.
• Create and maintain project documentation, including timelines, task lists, and reporting dashboards.
• Assist with the collection, analysis, and display of data in charts, tables or other formats to support project execution.
• Coordinate, track and manage communication on multiple projects related to data integrity, gift processing improvements, and record updates.
• Collaborate with team members across Development, Finance, and IT to meet deadlines and achieve project milestones.
• Ensure a consistent approach to the management and documentation of on-going projects.
  • Gather and understand requirements from the process owners and translate these into functional and technical requirements.
  • Coordinate and attend meetings during all phases of process development to gather and document current and future state business rules, processes, and technical requirements.
• Develop process flows, swim lane diagrams and use-cases to illustrate as-is and to-be states to demonstrate to business stakeholders that needs have been fully captured.
• Document and track common inquiries to inform process enhancements and training needs.
• Establish consistency in process and service to stakeholders through all phases of projects, planning, execution, control & closeout.
  • Establish, communicate, and monitor standards for project documentation and artifacts, communication of project status, roadblocks, risks and decisions. 
  • Coordinate release management planning to Gifts & Records and other key stakeholders upon project completion.

Strategic Leadership & Communication

• Propose and ensure adherence to policies, procedures and best practices for gift processing, gift counting, donor records and IRS tax guidelines.   
  • Participate in formulating and implementing policies and procedures.
• Serve as a central point of contact for internal and external stakeholders regarding gift processing and data integrity projects.
• Monitor shared inboxes for the Gifts & Records team; triage, prioritize, and route inquiries appropriately.
  • Draft clear, professional responses and ensure timely follow-up on outstanding requests.
• Assist with reviewing and approving training materials for accuracy.
• Synthesize business rules, policies and procedures into impactful end user materials including 1-pagers, tutorials, technical documentation and workflows targeted for varied audiences.
• Summarize thoughts, ideas and notes from project meetings and distribute to appropriate stakeholders in a timely fashion.
• Perform confidential or non-routine administrative duties.

Gift & Bio Management

• Assist with testing processes, reports, and other systems to assist with change management, documentation, and compliance with business rules.
• Assist in the implementation of any new software programs as well as maintain integrity of the database and imaging system.
• Analyze donor giving histories and produce giving summaries upon request.
• Manage the intake, review, and tracking of