Department: Alumni Relations & Development Salary/Grade: EXS/8
Job Summary: Coordinates the delivery of operational services to client teams to assist them in maximizing resources that will increase engagement and donor participation. Assesses individual team and priority needs, and creates, implements and recommends resources and solutions that meet client needs. Ensures the effective, compliant, & efficient daily management of operational functions in support of Northwestern's development and engagement goals and objectives and in coordination with central offices. Represents area on internal and external operational affairs by recommending alternatives & suggestions. Ensures that all operational functions are completed in compliance with University policy, state and federal laws and regulations.
The Associate Director works as part of the Gift and Record Services / Alumni Relations and Development team supporting fundraising at Northwestern University. The Associate Director position supervises a team of 5 to 7 Gift Operation Specialists to ensure a high quality of work and continuous workflow in a fast paced and complex area of ARD. The position requires an understanding of charitable gifts and data practices, data quality and measuring and testing data quality. In addition, this position requires an understanding of the financial information stored in the database: how it relates together, what policies and standards are used during contribution entry, and how it is accessed via database query tools. The Associate Director position plays a key role within GRS by serving as the liaison with University accounting and finance staff to ensure that deposits are correct and gift issues are managed quickly and efficiently. This position's work influences the accuracy of institutional financial transactions and impacts fundraising effectiveness.
Working Conditions: Vacation and personal time away from the office is restricted during peak processing times.
Specific Responsibilities: Strategic Planning
Gathers data and develops strategies designed to maximize operational services in meeting client team goals & objectives.
Involves moderate- to-high-level of collaboration with both internal department partners and moderate level of collaboration with broader University partners to identify & integrate resources in order to accomplish strategic goals & objectives.
Please bullet examples of key partnerships and work involved below:
Works with various departments within the University to coordinate and process information updated into donor database (Registrar’s Office, Athletics’, Center for Talent & Development, etc.),
Provides excellent customer service for development staff particularly on questions regarding entry/reversals/modifications, as well as “sensitive” gifts and donor information retrieval.
Provides excellent customer service to both internal and external customers regarding gifts to Northwestern University.
Prospects & Gifts
Manages operational programs and services that provide customer service oriented, client team centered guidance and counsel based on individual team needs, circumstances, preferences, etc.
Acts as liaison to internal/external departments, attends meetings to determine needs, consult on strategy, manage projects and provide updates.
Ensures the effective and efficient receipt, accounting and deposit of gifts; resolving issues quickly.
Serves as a gift subject matter expert to provide input on database functionality, coding, and practices for continuous improvement.
Manages development and maintenance of evaluation processes including associated quantitative and qualitative metrics and key performance indicators.
Reviews & analyzes outcome measurements and recommends changes, enhancements and improvements.
Collaborates with internal/external partners to implement changes designed to improve/increase operational services goals/objectives.
Coordinates training and educational workshops, meetings, etc. including speakers, agendas, etc.
Coordinates day-to-day operations ensuring that business processes and policies are appropriately maintained, efficient and effective. Recommends changes, enhancements and improvements.
Acts as liaison to Central and NUIT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
Implements ongoing operational services data integrity initiatives including participating in review, testing and quality assurance of processes, software, hardware, etc.
Compiles & analyzes data; prepares reports; shares results and recommendations with clients.
Creates and maintains documentation, procedures, standards, and policies related to operational services.
Conducts regular reviews of policies and documentation to ensure information is current.
Researches best practices, peer institutions, market/economic conditions and government rules and regulations and recommends changes and enhancements to improve administrative effectiveness, services and/or resources.
Supervises 5-7 staff &/or provide work direction.
Provides training to staff within or outside of immediate dept. or division in regard to function.
Completes other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
4 years operations, administration, development or the equivalent experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Team leadership; curiosity and analytical thinking, global/organizational perspective; complex problem solving; ability to work in fast-paced environment); attention to detail; initiative; commitment to excellence
Advanced computer skills and knowledge is required, specifically with Word, Excel and Access.
Experience with BSR/Advance system and PeopleSoft Financials is preferred.
Banking Operations experience preferred.
Preferred Competencies: (Skills, knowledge, and abilities)
Experience with Ellucian Advance and iModules Encompass.
Knowledge of basic accounting procedures is preferred.
Demonstrated ability to hire, train, and evaluate staff.
Knowledge of IRS regulations regarding charitable contributions
Strong customer service and organizational skills
Strong analytical and communication skills (oral and written)
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39524
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.