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Gift Manager, Advancement Services

Apply now Posting #: 4856
Position Status: Full-time regular
Location: San Diego
Position Type: Administrator, University Advancement

Position Title & Department:

 Gift Manager, Advancement Services; Advancement Services
Posting #


Department Description:

The Advancement Services department operates within the University Advancement division and is responsible for processing, recording and maintaining all gifts and gift documentation directed to the university.

University Description:

The University of San Diego, a contemporary and engaged Contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The gift manager for Advancement Services is responsible for the management and execution of USD’s gift processing and data entry procedures. Working closely with the associate director for Advancement Services, this position develops and implements an integrated strategic plan to ensure accurate, consistent, and timely gift CRM entry, tracking, and reporting. On behalf of the University Advancement division the gift manager establishes the standards for gift processing, pledge tracking, and advancement and campaign reports, complying with IRS regulations, APRA and CASE guidelines, and institutional policies. This position supports the leadership of the department and division, collaborating with the Offices of the Vice President, Development, Annual Giving, Alumni Relations, Parent and Family Relations, Donor Relations, academic units, and Athletics on best practices, change management, orientation, and compliance. The gift manager provides clear standards, training, analysis, and resources for gift and data processing, data integrity, and CRM data access and use. This position will provide ongoing technical support for CRM end users. The gift manager serves as one of the leads during new systems implementation.

Duties and Responsibilities:

Gift and Data Processing Management 

  • Implement best practices to ensure accuracy, completeness, and timeliness of gift information maintained on alumni, donors, prospects, students, parents, employees, and friends.
  • Participate in and implement internal control best practices when it comes to the handling of gift monies such as separation of duties, accountability, security of assets, and review and reconciliation.
  • Manage gift and biographical constituent data, upholding gift recording and acceptance standards, preserving sensitive and confidential data, and performing financial reconciliations.
  • Oversee the accuracy and timeliness of gift data entered into the CRM database as well as ensuring all gifts are entered adhering to the IRS rules published in Pub 526, Council for Advancement and Support of Education (CASE) guidelines for booking gifts and University policy "Gifts and Gift Pledges" (publication 22205) as well as PCI compliance, FASB, GDPR, FERPA, and HIPAA.
  • Review gift sessions entered by Advancement Services staff to ensure accountability, accuracy, and proper documentation.
  • Create and maintain constituent records and designation records in CRM; make necessary updates received from colleagues and constituents.
  • Continuously improve overall data quality by working closely with entire Advancement Services team to identify and correct data inconsistencies and inform data entry policies and procedures.
  • Receive, deposit, and process daily donations received via mail, online, wire transfer, stock, etc. with special emphasis on supporting high-volume gift entry campaigns such as Torero Tuesday, the Founders Gala, calendar year-end, fiscal year-end, and other mini-campaigns.
  • Manage the monthly pledge reminder process and process pledges received via campaign, phonathon program, development officers, etc. with special emphasis on supporting high-volume of pledge reception.
  • Assist in the creation and implementation of year-end tax receipt for donations received.

Training and Compliance

  • Implement consistent gift processing procedures across all departments.
  • Create and update clear and user-friendly manuals and guides to facilitate consistent standards for contact reporting and gift processing.
  • Develop training materials for adoption of gift processing and data management best practices.
  • Design, develop, and deliver curriculum and training programs to effectively address the training needs of the division, with significant focus on enhancing the utilization of current database systems resources.
  • Create resources to support advancement professionals in optimal use of CRM, serving as an internal expert and resource on constituent data.
  • Develop, test, and refine training approaches and materials in advance of any new training scheduled or implemented.
  • Ensure colleagues adhere to defined internal controls; manage systems and procedures to protect departmental assets and ensure accurate records and reporting.
  • Solicit, track, and improve training and support services to effectively address participants, their managers and feedback from Advancement leadership.
  • Coach staff regularly, particularly fundraisers, to achieve better understanding of technical applications, policies, and procedures.
  • Must be able to clearly and concisely answer inquiries from donors, administrators, or colleagues regarding designation of gifts to the university and giving history of donors.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations.  For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Qualifications:

  • Bachelor’s degree required.
  • Two years’ experience in account management, donor management, and/or related fields required.
  • Proven track record in planning and achieving short- and long-term goals and creating a plan outlining activity.
  • Strong leadership/management skills, including proven ability to direct, mentor, recruit, evaluate, and motivate colleagues and staff.
  • Excellent oral and written communication skills, including public speaking; ability to communicate positively and effectively with a diverse audience; possess exceptional critical listening and thinking skills.
  • Highly proficient with new technology and CRM platforms; ability to streamline operational efforts and develop standardized processes.
  • Must be able to convey concepts, methodologies, and best practices in clear, concise terms.
  • Must exhibit attention to detail with excellent organizational and time management skills; remain professional under pressure.
  • Willingness and ability to work some evenings and/or weekends.
  • Must be friendly and personable; mature, have a positive attitude.

Performance Expectations - Knowledge, Skills and Abilities:

  • Commitment to working as a member of a team and collaborate with colleagues.
  • Strong sense of integrity and ethical conduct.
  • Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences.
  • Excellent interpersonal skills needed to interact closely with database users and provide exceptional customer service.
  • Understand the role of technology in annual fundraising and possess the ability to utilize sophisticated fundraising software effectively.
  • Ability to produce and utilize statistical data for evaluation.
  • Must be able to take initiative and ascertain priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
  • Must possess good judgment, tact, sensitivity, and discretion in handling confidential materials and situations.
  • Skill in investigating, analyzing, and solving problems.
  • Knowledge of USD policies and procedures; extensive familiarity with University Advancement’s organizational structure and areas of responsibility including centralized and decentralized operations.
  • Knowledge of ethics statements by Association of Advancement Services Professionals (AASP), Council for Advancement and Support of Education (CASE), and other related associations.
Posting Salary:

$5,546.67 - $5,666.67/month; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Special Application Instructions:
Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.

Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled 

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Standard Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.