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Washington University of St. Louis Director of Operations, Advancement Services - University Advancement - 50805 in St. Louis, Missouri

Job Type/Schedule This position is full-time and works approximately 37.5 hours per week. Department Name/Job Location This position is in the Department of University Advancement. This position is for the Danforth Campus. Essential Functions POSITION SUMMARY: The Director of Operations, Advancement Services reports to the Senior Director of Advancement Services. The incumbent is responsible for the operational management of Gift Processing and Records Management for all charitable gifts and donors to Washington University; ensuring that all gift and demographic record 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 Stewardship, WU Finance, including WU Treasury, and Gift Accounting offices to establish and implement procedures; maintain strong partnership with the Stewardship department including collaboration for complex gifts; coordinating with Managers of Advancement Services and WashU IT on use and maintenance of Alumni & Development Information System (ADIS) including Advancement Electronic Document Management System (Central Files) and ADIS generated reporting; serving as liaison to external vendors, including sourcing, managing outsourced projects, setting and overseeing priorities for project completion and evaluation; Responsible for supervising the Senior Manager of Gift Processing, Senior Supervisor of Records Management, and their staff. PRIMARY DUTIES AND RESPONSIBILITIES: 1. Manage the gift processing and records management operations of University Advancement. * Implement and maintain controls and procedures in adherence to University policies and donor restrictions related to gift and endowment funds. * Develop, implement, and maintain quality control reporting on all aspects of data and gift entry. * Develop and deliver enhanced Gift-in-Kind process and educate University Advancement on process and required documentation; act as liaison with university partners to ensure adherence to IRS guidelines; partner with Procurement and others as needed to establish gift book value. * Lead continuous improvement efforts and identify opportunities to streamline daily operations and develop new systems and initiatives. * Maintain appropriate separation of duties, related to all gift receipts and processing, per the university’s Guide to Internal Controls. * Manage the execution of the daily receipting and annual year-end IRS tax substantiation process. * Oversee data entry and reconciliation for gift processing month-end reporting. * Manage pledge reminder process, including maintaing procedures, oversight of ADIS pledge reminder module, and training University Advancement staff. 2. Partner with Senior Manager Gift Processing as escalation point to address University Advancement and university partner questions and concerns. * Provide leadership in all complex and technical gift accounting matters. * Work closely with Senior Manager Gift Processing and Gift Accounting on compliance, controls, and procedures related to processing gifts, gift reporting, daily reconciliation and balancing. * Coordinate with WU Finance, including WU Treasury, on the gift processing and cash management bank systems. * Share responsibility with Stewardship to develop and deliver relevant policy and procedures training, including Gift Agreement Training. 3. Oversee review process of gift forms and documentation drafted by University Advancement staff to ensure that they meet Gift Accounting and Gift Processing standards. 4. Serve as responsible for high level of data quality in ADIS and Central Files, for providing information and documentation, for university needs and for 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. * Manage the policy adherence and procedures of ADIS with other university systems including Workday and other future systems. * Partner with Advancement Services Data Coordinator in support and direct prioritization ongoing and project specific data cleanup efforts. * Identify and contract with external data vendors to provide verified records management data updates. * Develop, maintain, and communicate validation controls with university partners contributing to records management update requests. * Establish and assess audit reports that identify data inconsistencies. 5. Work with Manager, Advancement Services and WashU IT on system development and maintenance. * Coordinate systems reporting, testing and maintenance of ADIS. * Provide guidance on priorities and action items for WashU IT tickets and projects associated with Gift Processing and Records Management. * Research best practices for system features and work with ADIS project team to develop and implement enhancements. * Identify and document required process changes associated with technology enhancements. 6. Manage external vendor agreements and projects. * Oversee the review of direct mail gift forms for adherence to university advancement procedures. * Manage relationship with external payment vendors, including payment gateway, data, and lockbox vendors. 7. 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 budget management. 8. Perform other duties as assigned. Required Qualifications * Bachelor’s degree in business, accounting, or related fields. * Five to seven years of management experience in finance, accounting, operations, or equivalent experience in non-profit setting. * Self-motivated and able to work independently with great attention to detail * 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 University Advancement, 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. * Willing to work extra hours to meet business requirements and recognize the need to do so. Preferred Qualifications * Advanced degree. * Experience in one or more of the following: advancement operations, financial operations, university or large institution business processes, data management, customer relations, business process analysis. * Background in administration within an academic environment. * Seven to ten years experience. Salary Range Base pay commensurate with experience. Pre-Employment Screening 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. Department Summary To learn more about careers in University Advancement, please visit http://alumni.wustl.edu/ContactUs/Career_Opportunities/. Benefits This position is eligible for full-time benefits. Please click the following link to view a summary of benefits: https://wustl.box.com/s/8wkhs25yssf0775x9d6nd6vqa7obpth7. EOE Statement 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. Job Title: Director of Operations, Advancement Services - University Advancement - 50805 Job ID: 50805 Location: Alumni & Development Programs Full/Part Time: Full-Time Regular/Temporary: Regular