Assistant Director, Gifts & Records

Assistant Director, Gifts & Records

University Advancement is seeking an Assistant Director, Gifts & Records to join the team taking Georgia State University to the next level of excellence.

Atlanta Campus

• 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

• Constituent Management
  • Monitor the Update Email Account and assign work to Gifts & Records 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 Foundation’s policies and procedures
    • Submit the finalized project  form for required signatures
    • Monitor the progress of the project  form through creation and approval processes
    • Share the fully executed form with all appropriate parties
    • File the signed the form in accordance with Foundation recordkeeping protocols
  • Set up new designations/funds in Ascend
• Event Management
  • Assist with the event approval process as necessary
    • Verify the accuracy and completeness of event approval forms, ensuring all required documentation has been submitted
    • Communicate with the requester as needed to clarify event details or resolve missing information
    • Secure all necessary approvals from Foundation staff to finalize the event process and maintain compliance with institutional procedures
  • Create and manage event registration pages using current event software
    • Obtain necessary information from the event requester and set up an event registration page in the current event software
• Matching Gift Management
  • Verify employee donations for matching…