Carnegie Mellon is enjoying its most productive fundraising years in its history, raising more than $950M over the last three years. University Advancement (UA) supports the entire CMU community in building relationships with key constituencies and securing the financial resources the university needs to continue its ascent. As the division grows, we are seeking a director, Gift Administration. This is an exciting opportunity if you thrive in an interesting and challenging work environment. Reporting to the executive director, Advancement Records Administration, you will be responsible for the management, administration and oversight of all gifts and gift pledges for the division and the university. You will be an integral member of the University Advancement Fund Management team and work closely with partners in individual giving, planned giving, annual giving and business engagement. You will interface with senior administration, academic divisions, sponsored research office, treasurer's office, finance and taxation office, office of general counsel, provost office, as well as external and internal auditors, tax office, donors, and financial investment firms.
You will be responsible for actively managing charitable commitments by reviewing, processing, and reporting on a wide range of activity for internal and external purposes; you will also be responsible for the accuracy and integrity of the gift data contained in the University Advancement databases. You will participate in on-going evaluation of department activities to ensure a high level of efficiency; you will also create and review departmental process guidelines and participate in the review of divisional processes pertaining to gift and pledge entry and management, and assist with gift and pledge reconciliation.

Your core responsibilities will include:

• Actively reviewing gift data to identify foreign sourced gifts and submit information to the University's Foreign Sources of Income database. Develop reports to ensure accurate identification and management to ensure reporting in compliance with the directives of the Office of General Counsel, in response to Federal reporting requirements.
• On an on-going basis, reviewing current status of pledges and funds in suspense to ensure they are current and actively managed. With a focus on undesignated funds and pledges that are past due, work with gift processors and prospect managers to obtain status updates, request accounts, move funds, recommend next steps and report on activity to senior leadership.
• Assisting in creating new allocations in University Advancement's database, ensuring that proper documentation has been obtained. Monitor the status of funds to determine if accounting strings need to be requested. Work with Finance and business managers to request new accounts and update Advancement's chart of accounts.
• Managing the creation, submission, and monitoring of corporate gift invoices by producing invoices upon request and entering information needed to ensure timely management into University Advancements database.
• Assisting in developing and executing an actively managed program for matching gifts by identifying potential recipients, increasing data viability, communicating the benefits, acknowledging receipt, promoting the program, and reporting on activity. The program will work closely with Annual Giving and Donor Relations for consistent messaging and coordination in developing and delivering this service.
• Providing data and assistance to university external auditors and university finance and treasury.
• Involving and advising business managers and departments on gift accounting procedures, including handling of checks, deposits, fundraising activities and web giving.
• Participating in meetings, providing input, regarding gift and pledge entry and reporting.
• Developing gift accounting processes to better meet current and future needs.
• Continual assessment of gift data combined with analysis/troubleshooting.
• Creating new audit processes to ensure accuracy.
• Managing the notification, processing, and reporting of complex pledges and gifts.
• Serving as liaison between senior administration, academic divisions, sponsored research office, Advancement information services staff, University Advancement staff, Treasurer, and financial accounting offices as well as externally with auditors, donors and financial investment firms.
• Participating in database conversions as related to gift accounting and participate in other Advancement Services and University activities as needed.
• Other duties as assigned.

Passion, excellence and flexibility are vital qualities within University Advancement. A commitment to diversity, equity and inclusion; collaboration; and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

You should demonstrate:

• The ability to:
  • function successfully in a team environment
  • maintain strict confidentiality
  • manage multiple tasks in a fast-paced environment
  • lead team and work independently
  • see and understand the objectives of all fundraising units and the University Advancement Division, and to integrate goals with those objectives
  • initiate, analyze, monitor, evaluate, and alter strategic plans
  • work under pressure, meet inflexible deadlines, set priorities, deal diplomatically with difficult individuals, and deal with difficult situations while maintaining composure
• Excellent organizational, oral and written communication, interpersonal, analytical, reasoning and problem-solving skills
• Strong creative and strategic planning skills
• Interest in all aspects of education and a dedication to promoting the university's fundraising priorities
• Positive and friendly demeanor balanced with persistence when needed
• Other duties as assigned

Qualifications

• A bachelor's degree is required
• Seven to ten years of experience in a gift administration and/or accounting setting.
• Must have previous management experience
• Strong and proficient knowledge of IRS gift rules and regulations and accounting principles
• In-depth knowledge of fundraising principles including CASE, gift processing best practices, university policies, accounting principles and regulatory and compliance rules
• Advanced proficiency with Microsoft Office applications
• Proficiency with development databases and developing financial reports

Requirements

• Successful background check

CMU's COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.

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Full Time/Part time

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