Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Senior Director of Development Services reports to the Associate Vice Chancellor for Administration and Development Services.� The incumbent is responsible for management and oversight for the areas of Data Services, Gift Processing, and Data Entry for all charitable gifts to Washington University; ensuring that all gift transactions are in compliance with university and departmental policy; developing and maintaining audit and internal controls and procedures as they relate to these areas; working with WU Treasury and Gift Accounting offices to establish procedures; coordinating with Washington University Information Technology (WashU IT) on use and maintenance of Alumni & Development Information System (ADIS) and Alumni & Development’s Electronic Document Management System (Central Files) and other technology tools; serving as liaison to external technology vendors, including managing outsourced projects and setting and overseeing priorities for project completion; setting and coordinating annual plan for maintaining high quality record data in ADIS including sourcing and evaluating external data vendors.� Responsible for supervising Senior Manager of Gift Operations, Senior Supervisor of Data Entry, Senior Manager of Data and Reporting, Senior Report Analyst, Business Analyst and their staff (total 20 headcount and seasonal temporary employees).
PRIMARY DUTIES AND RESPONSIBILITIES:
Manage the gift processing, data entry, data services, and reporting functions of Alumni and Development.� Maintain and implement controls and procedures to assure adherence to University policies and donor restrictions related to gift and endowment funds.
Establish and maintain written procedures for Gift Processing, Data Entry, and Gift Acknowledgment that meet general accounting standards
Develop, implement, and maintain quality control reporting on all aspects of data and gift entry
Oversee the execution of the annual year-end IRS tax substantiation process
Oversee the receipting process for gifts to the university
Oversee data entry and reconciliation for month- and year-end processing for gift reporting
Manage pledge reminder process, including maintaining procedures, oversight of ADIS pledge reminder module and training A&D staff
Work with A&D staff to address questions about data use, data services requests, gift coding, and tax receipting, and to develop new procedures as needed to ensure consistency and clarity.
Provide leadership in all technical gift accounting matters
Work closely with Gift Accounting to maintain and enhance procedures
Conduct analysis on ADIS data, including review and research of campaign and other financial reports, as well as demographic data quality
Oversee review process of gift forms and documentation drafted by A&D staff to ensure that they meet Gift Accounting and Gift Processing standards
Responsible for high level of data quality in ADIS and Central Files, for providing data for university needs and for reporting and data analysis on gift, demographic and other development data.
Set and implement annual plan to ensure the maintenance and accuracy of alumni, parent, and friend data.� Data quality projects include execution of USPS National Change of Address standards.
Oversee the policies and execution of coordination of ADIS with other university systems including SIS, HRMS, and FIS
Oversee A&D data hygiene, facilitating discussions on setting priorities and procedures for projects focused on high data quality for use in fundraising and other university priorities
Identify and contract with data services vendors to provide verified data updates
Oversee Data Services team to provide guidance on data reporting, review and prioritize requests from university and A&D departments for A&D data
Set strategic direction for Data Services, reporting, and data analysis
Develop and maintain relationships throughout university to capture alumni data updates
Assess and establish audit reports that identify data inconsistencies
Work with WashU IT on systems development and maintenance.
Oversight of the Alumni and Development Information System (ADIS) and coordinate with IT for systems reporting, testing and system maintenance
Lead Development Services representative for the A&D system replacement project
Manage projects for changes and improvements to A&D systems and technology tools
Key liaison to coordinate financial and student data with central WU systems, including representing A&D in the MyDay project
Provide guidance on priorities and action items for WashU IT tickets and projects
Research best practices for system features and work with ADIS project team to develop and implement enhancements
Coordinate with WashU IT on the operation and maintenance of the Central Files electronic records systems
Identify and document required process changes associated with technology enhancements
Oversee external vendor agreements and projects.
Oversee the implementation, functionality and maintenance of the university’s online gift form and events management registration system in coordination with external vendor
Manage projects outsourced to external technology vendors for A&D’s websites, including communicating priorities and monitoring resources and progress on projects
Manage accounts with external payment vendors, including payment gateway vendors
Coordination with WU Treasury on the gift processing and cash management bank systems.
Oversee the processing of checks and cash received by the university into gift batches for daily deposit with university depository institution
Maintain appropriate separation of duties related to all gift receipts and processing
Maintain and enhance procedures for processing and transmitting cash and check gifts to Development Services by other A&D and university departments
Work with A&D staff to improve efficiency.
Lead continuous improvement efforts and identify opportunities to streamline daily operations and develop new systems and initiatives
Redesign procedures, workflow, and reporting as necessary
Maintain and provide training for A&D and other university staff on gift intake, gift documentation, and gift processing requirements
Perform general management functions.
Organize staff efforts to meet peak seasons for gifts and reporting
Manage interviewing and hiring, performance reviews, training and staff professional development
Perform other duties as assigned
Bachelor’s degree in business, accounting, or related fields
Minimum seven years of management experience in finance, accounting, operations, or equivalent experience in non-profit setting
Other relevant skills:
Excellent written and oral communication skills
Excellent supervisory and leadership skills
Ability to work with data and financial information with attention to detail and a high degree of accuracy
Ability to prioritize work for self and others, to set and meet deadlines, and to quickly adapt to change
Knowledge of internal controls and processes
Strong interpersonal skills with the ability to maintain excellent working relationships with administrators and staff in Alumni & Development, other university departments and outside contacts
Strong computer literacy, with emphasis on Excel and Word and data analysis tools
Ability to work with confidential materials
Must be willing to work extra hours to meet business requirements and recognize the need to do so
Must be self motivated and able to work independently with great attention to detail
Advanced degree preferred
Experience in one or more of the following: development operations, financial operations, university or large institution business processes, data management, customer relations, business process analysis
Background in administration within an academic environment
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Alumni and Development Programs. This position is for the Danforth Campus.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.