Assistant Director, Gift Administration

The Opportunity

Brandeis University – a distinguished top-tier private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Assistant Director, Gift Administration.

Brandeis is dedicated to first-rate undergraduate education while making groundbreaking scientific discoveries, advancing artistic and creative expression, and tackling some of society’s most pressing economic, human rights, and health policy issues. Brandeis offers a culture of learning and mentorship essential to a 21st-century liberal arts education where close relationships with professors and research opportunities enable students at all levels to collaborate with faculty members and peers across the institution.  Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. Our founders’ pioneering spirit and intellectual pursuits continue today at Brandeis – from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine. 

We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, the Division of Institutional Advancement (IA) seeks to strengthen the bonds with the university’s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Located nine-miles west of downtown Boston, a global hub for higher education and innovation, Brandeis University is accessible via major highways (I-90 and I-95) and the MBTA Brandeis/Roberts commuter rail stop.

Position Summary:

The Assistant Director, Gift Administration entails a leadership role in the daily operations of gift processing and data entry. 

Collaborating closely with the Sr. Director of Gift Administration, the Assistant Director of Gift Administration helps to oversee day to day gift processing operation for Institutional Advancement. Responsibilities include the development and implementation of policies and procedures to ensure precise and efficient processing and record-keeping. This pivotal role requires a keen eye for detail, excellent judgement and professionalism, and a commitment to maintaining accuracy in support of the institution's advancement goals 

Primary Responsibilities 

• Assist in overseeing the accurate and timely processing, crediting and reporting on all gifts to the university, as well as batching and processing gifts, pledges, payments, and planned gifts into the Ascend database. Responsible for ensuring the accurate recording of all constituent information, including alumni/ae in the University’s central fundraising database.

• Manage the gift and stock wire account, which includes generating value memos, investigating donor intent, collecting documentation, batching for processing, and conducting the monthly reconciliation of each account. Interfaces with financial institutions, and donors at all levels, and independently determines when to communicate with external constituents.

• Assist in overseeing the management of matching gift processes and reviewing reports, determining which gifts have the potential for corporate match.

• Serve as the secondary point of contact for internal and external constituents in the absence of the Sr. Director.

• Being familiar with CAE, CASE, FASB, IRS and internal Brandeis gift accounting standards, and proactively communicating with IA staff and other university offices to ensure all gifts are properly recorded and coded in the fundraising system in compliance with these standards.

• In collaboration with the Sr. Director of Gift Administration, review and evaluate effectiveness of gift acceptance policies and procedures; define, recommend, and implement policy changes. Provide trainings and presentations on policy changes for IA staff as needed.

• Work with ITS and the Sr. Director of Gift Administration to optimize the functionality and uses of the CRM System and related applications. 

• Evaluate data metrics and audit reports to effectively outline processing issues and create a plan for improvement, working closely with team members to implement and monitor the effectiveness of these plans.

• Triage and delegate gift inquiries submitted to the team’s list serve.

• Evaluate gift agreements and other new fund paperwork for gift acceptance and gift accounting standards, and execute the end-to-end process of establishing the new fund in coordination with the finance department and within the Salesforce/Ascend platform.

Qualifications

• Bachelor’s degree or equivalent work experience required.

• 3-5 years of experience, preferably in a higher education setting.

• Experience in higher education, development operations and gift processing database systems including an understanding of advancement process and terminology. 

• Highly detail-oriented with a critical eye for accuracy in data entry and analysis.

• Must be familiar with financial closing cycles.

• Ability to apply sound judgment, discretion, and a commitment to professional ethics, data security and nondisclosure when dealing with highly confidential constituent, donor, and prospect information, as well as to confidential projects, school or student matters, including effective communication regarding such matters to the appropriate individuals.

• Knowledgeable with CASE standards and IRS regulations as it pertains to 501(c)3

• Exhibits excellent written and oral communication skills. 

• Must be able and willing to work occasional evenings and weekends, as well as any high-volume periods such as Giving Day, Fiscal Year End and Calendar Year End.     

Commitment to Diversity, Equity, and Inclusion

“Brandeis is a community rooted in purpose, guided by enduring values, and determined to lead.  Come add your talents and your voice to this vibrant and distinctive community.”

Ron Liebowitz, President of Brandeis University

Diversity, equity and inclusion aren't just important values at Brandeis today — they are rooted in our identity as an institution. They serve as a regular reminder for self-reflection, and a continuous call to grow.  Founded as a model of ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of every nationality, religion, and orientation.  Social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the diversity of our larger society.  Brandeis embodies the American heritage of cultural diversity, equal access to opportunity and freedom of expression.  Read more online about our Mission and Diversity Statements.

Submit Your Candidacy

To learn more, visit the and our websites. Brandeis Institutional Advancement

To apply, please submit your cover letter and resume via the Brandeis University Human Resources online portal.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.