Assistant Director, Gifts & Records

ABOUT UNIVERSITY ADVANCEMENT

Georgia State University Advancement works to further Georgia State's status as a national leader in student success, research and innovation, and cultural impact. By connecting with alumni, engaging donors, and increasing philanthropic support for students and scholars, we're helping to transform lives and build our global community. The University Advancement Division furthers the university and its mission through several departments, including Development, Corporate & Foundation Relations, Alumni Relations, and the Georgia State University Foundation.

Georgia State University Foundation, Inc.

At the Georgia State University Foundation, we approach our work with passion to be excellent, to positively impact the University's donors on all levels, and to find innovative ways to ensure that we uphold the mission of the University. The foundation is registered to solicit charitable contributions with appropriate state governing authorities. By Supporting GSU's mission through these contributions, the Foundation works with the rest of the University Advancement to identify, cultivate, solicit, and steward donors.

These are exciting times at the University Advancement. We are growing, and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to identify, cultivate, and steward donors.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do but because it makes us a stronger team.

University Advancement is seeking (1) Assistant Director, Gifts & Records to join the already incredible team taking Georgia State University to the next level of excellence!

WHAT MAKES UNIVERSITY ADVANCEMENT A GREAT PLACE?

* Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

* A knowledge-sharing organization that works collaboratively with cross-campus and external partners

* Professional development opportunity and mentorship

* A rapidly growing center within an academic setting

WHAT YOU WILL DO

Job Duties:

Constituent Management

* Monitor the Update Email Account and assign work to Gifts & Records (G&R) staff

* Review and evaluate incoming requests from development staff, university personnel, and donors regarding updates to constituent and organizational records, including changes to addresses, phone numbers, employment details, email addresses, and marital status.

* Ensure timely and accurate processing of these updates by either assigning the request to the Gifts & Records team or handling the update personally, based on the nature and urgency of the request.

* Create new constituent and organization records

* Update biographical information for constituents and organizations

* Run audit reports and assign cleanup tickets.

* Generate and review audit, validation, and other data integrity reports to ensure biographical updates are processed accurately and efficiently.

* Distribute reports to relevant data entry personnel to facilitate the correction of input errors and actively monitor compliance.

* Evaluate and merge duplicate constituent and organization records

* Conduct research to identify potential duplicate records for constituents and organizations within the database.

* Document findings and perform necessary analysis to confirm duplication.

* Merge verified duplicate records to maintain data integrity and ensure consistency across systems.

* Maintain board lists

* Collect and update board membership information at the start of each fiscal year for all University boards tracked in the database.

* Ensure accurate reflection of changes by verifying and recording details for both incoming and outgoing board members, maintaining up-to-date and reliable records.

Endowment/Gift Agreements

* Manage the gift agreement/amendment process.

* Utilize the information provided by the gift officer to populate the agreement template and produce the initial draft.

* Partner with the gift officer and other relevant stakeholders to refine the agreement, ensuring it aligns with all expectations and complies with the Foundation's policies and procedures.

* Submit the finalized agreement for required signatures.

* Monitor the progress of the agreement through creation and approval processes.

* Share the fully executed agreement with all appropriate parties

* File the signed agreement in accordance with Foundation recordkeeping protocols

Designations

* Oversee the Project /adjustment process via Formstack

* Utilize the information provided by the gift officer or other staff to populate the new project  template and produce the initial draft.

* Partner with the gift officer or other relevant stakeholders to refine the form, ensuring it aligns with all expectations and complies with the…