Assistant Director of Gift Management /Operations Supervisor III

Working/Functional Title

Assistant Director of Gift Management

Position Summary

The mission of University Advancement is to secure support for Michigan State University in terms of money, talent, service and advocacy by delivering an integrated program of communications, marketing and engagement.  Our objective is to build deep and long-term relationships with alumni and other stakeholders and potential partners that will ensure increased support in the future.

Basic Function: 

A key leader on the Gift Management team, the Assistant Director of Gift Management, will serve as one of the primary gift managers and data quality experts. Reporting to the Director of Gift Management, the Assistant Director of Gift Management will interact with all levels of stakeholders, including campus administrators, alumni/development officers, support staff, and external vendors. The Assistant Director of Gift Management is responsible for compiling, preparing, reviewing and processing department information and data; independently render decisions, interprets information in accordance with IRS and CASE standards.  Working closely with the Director of Gift Management, the Assistant Director of Gift Management will be responsible for implementing and coordinating the activities of a team of gift processors. This individual will also be responsible for recommending, documenting and assisting with training on data processing policies and procedures.  As requested, this individual will also be responsible for managing special projects of a highly confidential and sensitive nature.  Evening and weekend work may be required on a limited basis.

Characteristic Duties and Responsibilities

• Plans and assigns work to ensure a smooth flow of work within the unit to eet deadlines. )
• Coordinates and prioritizes day-to-day gift and pledge processing activities and ensures accurate processing, receipting, and reporting.
• Verifies and analyzes data in order to ensure accuracy and resolves inconsistencies and discrepancies in data.
• Monitors and evaluates data entry staff production measures.
• Monitors integrity of transactions and deploys adjustment, corrections and write-offs.
• Office and gift administration 
• Edits, codes, enters and verifies source documents using established policies and procedures.
• Communicates with the Finance Team to resolve problems or adjustments that must be made to ensure accurate processing and reconciliation with MSU Financial Systems.
• Processes complex and diverse information, independently renders decisions in order to process data or request specific actions for follow-up, testing and requesting of new database features and enhancements.
• Answers phone calls and responds to emails from donors, alumni, and MSU staff in order to resolve problems with their records.
• Other duties and projects as assigned.
• Works with Director of Gift Management to deploy monthly reports to leadership that ensure accurate processing of gifts and pledges to ensure financial integrity and accuracy.  
• Assists in developing and implementing policies and procedures. Trains and mentors processing staff on IRS standards and CASE Guidelines. 

Communications/Interpersonal Relationships

Interacts with:

• Staff/Co-workers – in order to assist with questions and problems relating to coding, data entry and office procedures
• Supervisor – in order to ask questions pertaining to work being performed, receive direction and training and to assist in meeting deadlines
• System Analyst/Programmers – in order to verify information if problems arise pertaining to computers or programs
• Other Departments – in order to enter data and programs jobs as requested
• Public – in order to provide services

Responsibility for the Work of Others

First level supervisor

Responsibility for Health/Safety of Others

No assigned responsibility

Impact on Programs/Services/Operations

Error in the accuracy of collected or distributed data could cause incorrect decisions to be made by departments, University officials and/or external customers.  The quality of the work performed reflects upon the image of the Department, its staff and the University as a whole.  Errors are usually detected and easily corrected.

Work Environment

Standard office environment.  The job requires moderate physical effort and involves sitting and viewing a VDT screen and eye/hand coordination more than 75% of the t

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Minimum Requirements

Knowledge normally acquired in the first two or three years in college, technical, vocational or business school with coursework in a field related to the area of employment; three years of related and progressively more responsible or expansive work experience coordinating data processing initiatives related to planning and managing; experience in the use of word processing, spreadsheet, and presentation software; or an equivalent combination of education and experience.  

Desired Qualifications

Knowledge of Ascend database; strong communication skills; skill in problem solving, critical thinking, and analytical procedures; knowledge of MSU sensitive data policies and procedures; knowledge and use of Microsoft Office products - Excel, Word, PowerPoint, and Access. Working knowledge of tools and processes designed to improve speed and accuracy of data entry and processing.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter

Special Instructions

Interested in joining the team at Michigan State University? For questions, contact Patricia Karam, Director of Talent Acquisition, at karampat@msu.edu. To apply, submit your application, resume, and cover letter at careers.msu.edu and reference position number #1156743.

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Work Hours

STANDARD 8-5

Website

https://advancement.msu.edu/

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends September 1, 2026, at 11:55 PM