The Manager of Gift Operations will oversee the daily operations of gift processing, including managing gift and pledge recording and receipting for Biola University’s significant gifts, representing approximately $20M of new gifts and pledges annually. She/he will manage data workflow and recording, adhering to departmental policies and procedures while working closely with colleagues from University Operations and Finance. The Manager will skillfully and tactfully speak with donors and their representatives regarding issues of receipting, recording, and gift crediting. She/he will have a thorough understanding of IRS gift regulations, accepted peer and CASE standards and procedures, as well as fundraising database processes and procedures. She/he is responsible for the hiring, performance management, and daily workflow of the Gift Operations team, including establishing standards for quality and processing efficiency.
PRINCIPAL DUTIES AND RESPONSIBILITIES
• Oversee the accurate and efficient processing, crediting, and receipting of gifts and pledges to the University, including contributions made online, by check, wire, securities, journal vouchers, recurring giving and other emerging methods • Supervise and provide guidance to the Gift Operations team on all tasks and projects performed, including establishing priorities and ensuring that all goals and deadlines are met on or ahead of schedule • Review recorded gifts and receipts to ensure all transactions are accurately recorded and appropriately receipted and acknowledged, in coordination with Donor Relations • Approve modifications to gifts and pledges and oversee the correction process to ensure the accuracy of gift and pledge adjustments • Provide outstanding customer service to both internal and external constituencies for gift-related inquiries • Act as a resource on gift policies and procedures to multiple constituencies across the University • Provide oversight of the registration processing for Advancement events • Initiate regular meetings with the gift operations team, individually and as a group, to review and introduce new procedures, discuss gift recording topics and questions, and to provide thoughtful feedback on quality and efficacy of work being performed • Manage and oversee the scanning and archiving of gift and pledge records, according to University retention policies • In consultation with senior team leaders, ensure that all IRS and California regulations pertaining to the processing and receipting of all gifts are met • Serve as a resource for the Finance department by providing Annual Fund Reconciliation Report, Pledge Report, Income Summary Report and other reports as requested • Work together with colleagues in the Finance Department on the establishment of new funds to coordinate between Banner and Raiser’s Edge • In collaboration with colleagues in Advancement Services, document departmental policies and procedures and update the department's manual describing gift and pledge processing policies, procedures, systems, and taxation rules and regulations • Drive continuous process improvement by proactively and continually assessing workflows to identify opportunities for increased efficiency and data integrity • Other duties or projects as assigned
This position reports to the Assistant Director of Advancement Services
• At least five years of increasingly nuanced finance experience in a complex non-profit setting, preferably in gift operations or gift administration • Bachelor’s degree in Business Administration or related field • Demonstrated success directing teams and/or individuals to perform and meet mutually agreed upon performance objectives • Demonstrated experience working with IRS, FASB and CASE guidelines that govern the recording, receipting and reporting of contributions • Direct knowledge and experience with relational databases such as Raiser’s Edge • Extensive knowledge and experience with Excel • Ability to work occasional evenings and weekends during peak processing seasons at calendar year-end (mid- December to mid-January) and fiscal year-end (late June to early July) • Ability to think strategically about complex issues and to work with multiple resources to find solutions • Meticulous attention to detail and the ability to track multiple deadlines at once • Strong verbal and writing skills, high attention to detail and follow-up, and excellent organizational skills • Demonstrated superior skill to establish priorities, organize tasks, and direct effective implementation of tasks in a high-pressure environment • Holds personal theological beliefs that are in agreement with the Biola Doctrinal Statement. Maintain a lifestyle consistent with sound Christian principles and standards of conduct promulgated by the institution.
• Experience in higher education is strongly preferred • Direct experience with Raiser’s Edge database
Hours Per Week: 40
Months Per Year: 12
About Biola University
Biola University's Doctrinal Statement remains the foundational document regarding the theological position of the University. Biola's position from its inception has been and remains Christian, Protestant and theologically conservative. Prospective and existing employees must affirm that their personal theological beliefs are in agreement with the Biola Doctrinal Statement. A prospective or an existing employee's church affiliation will be considered in determining his or her understanding of and compliance with Biola's theological position.
All positions at Biola University require applicants to pass a criminal background check as a condition of employment. This includes a review of any pending charges or convictions. Once a conditional offer of employment is extended, Biola utilizes the services of HireRight, a third-party agency, to conduct a criminal background check. Biola also reserves the right to expand the search if applicable for the position (e.g., a Department of Transportation search for positions that require driving).