Associate Director of Gifts Records and Data Integrity

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect—one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus. Learn more about Life at Holy Cross here.

Job Description

Reporting to the Director of Prospect Development and Advancement Services, the Associate Director of Gifts, Records and Data Integrity is a key member of the Advancement team who oversees the prompt and accurate recording of gifts and pledges as well as the maintenance, enhancement and safeguarding of all biographical and contact information on alumni, parents, donors and other constituents.  The Associate Director helps to define and support related business strategies, goals and information needs that serve as the foundation for successful engagement and fundraising efforts for the division. This position will work closely with Finance in fund allocations and reconciliation of gifts.

Major Areas of Responsibility

• Oversees all aspects of gift accounting and biographical records within the college’s database of record.

• In collaboration with key advancement colleagues, analyzes departmental information needs, identifying their impact on data entry and work flow.  Assists in the development of long and short term plans to meet business needs with a focus on customer service, best practice, continuous improvement, increased efficiencies, systems integration and the innovative use of technology. 

• Leads the development and implementation of ongoing data quality standards and internal financial controls following best practices in the industry.  

• Reviews, implements and documents comprehensive policies and procedures for all aspects of the gift and records team. 

• Builds and maintains clear lines of communication and high staff morale on the gifts and records team consistent with the college mission and values.

• Builds collaborative partnerships with key members of the advancement program areas to ensure proper support and an integrated approach to data management. 

• Ensures fundraisers are informed and alerted regarding incoming gift from prospects as needed.

• Develop protocols that optimize the use of the departmental database, develop and maintain data integrity reporting and help ensure the accuracy of fundraising and campaign reports (Fixing bad appeals, running gift processing (both involve SQL coding), oversight of NCOA process, Mass Adds in Advance, Class Agent Codes, TSMC creation).

• Works closely with the Research and Prospect Management Team to enhance, maintain and share data that assists in the identification and tracking of prospects.

• Work closely with Stewardship and Finance on the creation of new allocations including the review of gift agreements.

• Work closely with the Annual Fund to plan and execute successful giving campaigns.

• Work closely with Gift Officers to review pledge agreements.  

• Partner with the Office of Finance to ensure compliance with cash handling policies, IRS Gift Accounting guidelines and to provide documentation as needed. 

• Establishes and maintains collaborative partnerships with colleagues in key department on campus to ensure the timely exchange of critical biographical data. 

• Participate in college wide committees as appropriate.

• Supervises all members of the Gifts and Records team, providing training, guidance and support for day to day responsibilities and overall workflow.

• Designs and provides ongoing gifts and records training for staff and student workers.

• Ensures successful daily reconciliation of gift processing, investigates discrepancies and communicates potential variances and/or significant changes to fundraising totals to key leaders in Advancement.  

• Ensures proper handling of questions from donors, alumni, staff and volunteers as needed.  

• Remain informed of central issues in the Advancement profession, maintain best practices in gift accounting and records management in accordance with CASE standards. 

• Participates in on-going professional development activities as relevant, to maintain and enhance skills and abilities and stay abreast of current trends in Gift Accounting and Records Management.

• Other duties as Assigned

Minimum Qualifications

• Bachelor’s Degree and a minimum of 3 years of relevant experience, preferably in gift accounting and records management.

• A minimum of 4 years of direct experience with relational databases.

• Experience in Salesforce platforms or equivalent non-profit CRMs, GiveCampus, HubSpot.

• Experience in hiring, training, supervising, and evaluating staff.

• Strong leadership and collaboration skills with a commitment to a team-based work environment.

• Natural aptitude for technology and expertise with MS Office, including expert level use of Excel.

• Knowledge of IRS regulations for gift accounting, CASE standards and Best Practices in Gifts and Records management.

• Ability to problem-solve and use analytical skills to develop and implement creative solutions.

• Strong interpersonal, written and verbal communication skills and attention to detail.

• Ability to work both independently and as a collaborative member of the Advancement team.

• Ability to take initiative to work proactively, meet deadlines, organize and prioritize multiple projects, think strategically, and work with numbers and data.

• Exhibit personal integrity and ability to appropriately handle confidential and sensitive information.

• Exhibit a positive attitude, strong work ethic, and sound professional judgment.

Core Competencies

• Dependability

• Flexibility

• Attention to detail

• Service Oriented

• Excellent Written & Verbal Communication

• Proficient Problem Solving

• Understands Risk Management

• Excellent Innovation/Creativity

• Strong Teamwork & Team Facilitation

• Strong Interpersonal Skills

• Ability to independently prioritize tasks and meet deadlines

• Ability to meet the needs of a diverse fundraising program

• Understands, values and respects diversity as an individual, in a team and within groups while fostering an inclusive and supportive environment. 

Salary Range: The salary range for this position is $62,000–$68,000, with compensation commensurate with experience, qualifications, and education.

Weekly Hours:

40

Annual Work Schedule:

Application Instructions

An updated resume and cover letter are required as a part of your internal application. In your cover letter, please reflect on how your professional and personal values align with the Mission of the College of the Holy Cross to form individuals of integrity and purpose who are committed to the flourishing of all.

Additional Information
To review our generous benefits options, please review our detailed information here or check out our Benefits at a Glance. 

The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Human Resources for questions or to request an accommodation via email at [email protected], or by calling 508-793-3391. 

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity in the workplace.