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Working at The University of Montana Foundation

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Location: Missoula, MT

BASIC FUNCTION AND RESPONSIBILITY:

The Assistant Director of Gift and Record Management is a hands-on position responsible for providing oversight of the Gift and Record Management department and its functions of gift receipt, entry, and related records maintenance. This position supervises the Gift Processing Specialists, and provides leadership in the improvement of existing systems and implementation of new systems.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Gift and Record Management:

  • Supervises Gift Processing Specialists.
  • Participates in the development of process improvements, writing clear process documentation, and promotes adoption and compliance by staff.
  • Utilizes Banner database, document imaging, and other advanced software applications to record, update, and verify large volumes of complex data transactions.
  • Trains employees in processes, and assures quality of work through continuous review.
  • Corresponds with departments, donors and development staff on donations and commitments.
  • Creates on-line giving forms using multiple systems.
  • Oversees time-sensitive daily and weekly processes for stock, memorial, in-kind, and estate gifts.     
  • Works with Alumni Records Manager and Accounting to insure accurate and consistent data entry.
  • Produces ad hoc and period-end reports.
  • Serves on committees as assigned.
  • Performs other duties as assigned. 
KNOWLEDGE, SKILLS AND ABILITIES:
  • Knowledge of fund accounting and electronic financial record keeping procedures.
  • Hands-on experience with computerized accounting and transaction recording systems, preferably for fundraising.
  • Good understanding of customer service, data privacy, and ethics.
  • General understanding of charitable gifts and related tax law.
  • Ability to understand and work with multiple complex data processing systems and procedures.
  • Strong data entry skills, performing with speed and high accuracy on both keyboard and 10-key pad.
  • Proven ability to solve problems independently and work collaboratively.
  • Ability to rapidly produce clear, accurate concise ad hoc reports in Excel, with appropriate use of functions and formatting.
  • Intermediate knowledge of MS Office software, including Word and Outlook
  • Excellent organizational skills.
  • Demonstrated proficiency in verbal and written communications, and basic math.
  • Strong skills in leadership and relationship building. A proven ability to maintain effective working relationships with a diverse group of customers, colleagues, and internal end users in a fast-paced team environment.
  • Ability to identify needed improvements, and lead change while maintaining daily workload.
  • Financial system process design and auditing and compliance skills a plus.

MINIMUM QUALIFICATIONS:

  • One year of supervisory experience in an accounting or related field, or advanced education.
  • Excellent attention to detail and accuracy with numbers, sums, and complex transactions.
  • Three to five years of progressively responsible experience in the input and editing of computerized data, including experience using automated accounting systems. 
  • Completion of a two year college degree or certification program with course work in accounting and basic tax law.
  • Strong Excel skills.
  • Strong organizational skills with the ability to prioritize in a multi-tasking, fast-paced environment.
  • Ability to work independently, to establish and maintain harmonious relationships with others, and to provide friendly, ethical customer service.

DESIREABLE QUALIFICATIONS:
  • Understanding of IRS regulations relevant to non-profit organizations.
  • Exposure to a college or university setting through work experience or education.
  • Bachelor’s degree.
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