Assistant Director, Finance & Gift Administration

At the University of Cincinnati Foundation, we commit ourselves to providing a place where everyone belongs. We care deeply about those in our community, while also taking care to nurture new relationships. We have the courage to dream big, drive excellence and uphold integrity in our work.

Structure

The Assistant Director, Finance & Gift Administration is an exempt (salaried) position employed by the University of Cincinnati Foundation (UCF) and reports to the Executive Director, Gift Administration and Philanthropic Stewardship Data.

Focus

The Assistant Director, Finance & Gift Administration supports the Administration & Finance department by managing receipts, pledge process, matching gift administration, document retention and donor acknowledgements. The Assistant Director also assists in resolving gift-related issues and other related duties as assigned.

Specific Duties

• Responsible to understand and comply with the UC Foundation Gift Acceptance Policy, IRS and CASE standards for all gifts processing, recognition and recording in the donor databases.
• Pledge Administration
  1. Monitor pledge payments and generate reminder notices in accordance with Foundation policies and donor agreements.
  2. Send soft reminders to development officers to increase collaboration to resolve pledge discrepancies or support collection efforts as needed.
  3. Manage annual pledge audit, write-off processes, documentation, and internal reporting.
• Matching Gift Data
  1. Serve as primary contact for companies, vendors (e.g., Benevity, CyberGrants), and donors regarding matching gift inquiries and eligibility.
  2. Submit and track matching gift requests and ensure timely follow-up with donors and employers. Review and process all incoming matching gift claims to ensure proper designation and donor credit.
  3. Maintain updated matching gift data between CRM and Double the Donation to regularly report on ROI of matching gift program.
  4. In partnership with the Annual Giving and Integrated Marketing team, implement outreach strategies through Double the Donation to promote matching gift opportunities.
• Receipt Processes
  1. Responsible for managing donor tax receipts across all giving channels, including online gifts, offline gifts, donor-advised fund contributions, IRA distributions, and stock transfers.
  2. Ensure the online giving portal and event registration receipts are accurate and compliant.
  3. Manage the accuracy, printing and mailing of paper receipts on a bi-weekly schedule.
• Document Retention
  1. Implement document retention policy for the data management team in compliance with Foundation standards.
  2. Manage the regular review, electronic storage and secure shredding of gift documentation.
  3. Serve as point of contact for staff regarding document retention requirements and procedures.
  4. Support annual audit process by collecting and organizing relevant supporting documentation.
• Manage the bi-weekly tribute acknowledgement process.
• Assist with gift entry tasks including, wire transfer details and gifts-in-kind (GIK) reporting.
• Other duties, as assigned.

Requirements

• Bachelor’s degree with 1-3 years of relevant experience.
• Strong oral and written communication skills to effectively represent the department and promote the Foundation.
• Ability to work independently.
• Strong organizational skills and attention to detail; ability to prioritize effectively to meet multiple competing deadlines.
• Ability to engage with donors and with confidential information.
• Proficient in Microsoft Word and Excel; ability to learn new computer programs and database management.

What We Offer

The anticipated starting salary range for the Assistant Director, Finance & Gift Administration role is $55,000 to $65,000 annually. When determining final offer amount the UC Foundation considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, external market data, as well as, market and business considerations when making compensation decisions.

At the UC Foundation, we understand the importance of providing both a desirable work environment as well as benefits that provide our employee’s peace of mind and work/life balance. We offer a total rewards package inclusive of performance based bonus, as well as, competitive health and wellness benefits, tuition remission, retirement with employer match, paid parental leave, and paid vacation, sick time and holidays, including calendar year-end closing. To learn more, visit our careers page.

Physical Demands

This position is considered to have sedentary work. Exerting up to 10lbs. of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. This position requires:

• Finger use
• Talking
• Hearing
• Repetitive motion of the wrist, hands, and/or fingers

Work Environment

While performing the duties of this job, this position is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Pre-Hire Requirements

The UC Foundation seeks talented, collaborative and mission-focused individuals to join our advancement team in driving philanthropic support for the University of Cincinnati and UC Health. All offers of full-time employment are contingent upon passing a criminal background check and drug test. Positions requiring a degree are also contingent upon education verification.