Assistant Director, Gift and Record Services - #495839

Northwestern University

Date: 10/14/2021 18:30 PM

City: Evanston, Illinois

Contract type: Full Time

Work schedule: Full Day

Provides operational services for client teams that assist in building relationships and maximizing the University's engagement and fundraising abilities. Partners with teams, formulates strategies and plans and executes projects. Ensures that all operational functions are completed in compliance with University policy, state and federal laws and regulations.

Please summarize the type of operational service(s) provided:

The Assistant Director, GRS Gift Team is primarily responsible for managing gifts of domestic and foreign stock, mutual funds, and wires into NU. This position works closely with internal partners in fundraising, accounting services and the University’s investment staff. The assistant director is expected to work closely with donors, brokers, and investment representatives of donors to ensure contributions are received and quickly reconciled. The Assistant Director also oversees improvements on systems to record and report gifts of securities and wires. Additionally, the position holds a primary relationship with the University’s broker team at Northern Trust Chicago.

As a leadership position in GRS, the Assistant Director oversees temp staff for the gift team and is a primary staff person on training in gift systems and acts as a subject matter expert for gifts. The position is responsible for reviewing and updating gift job aids for staff as well as assists in quality control for batch entry. The Assistant Director also assists with all gift entry and special projects as assigned by the Associate Director or Director in GRS.

Specific Responsibilities

Strategic Planning

  • Administers & maintains existing strategic plans.
  • Recommends changes & improvements to operational services strategies to better meet client needs & objectives.


  • Involves moderate level of collaboration with internal department partners and low level of collaboration with University partners in implementing and expanding existing relationships to accomplish strategic goals
  • Please bullet examples of key partnerships and work involved below:

Prospects & Gifts

  • Provides customer service oriented, client team centered, guidance and counsel in regard to operational services.
  • Completes research and analyses in regard to operational services and provides business intelligence to client teams to maximize engagement and donor participation.
  • Meets regularly with client teams to evaluate needs, consult on strategy and provide updates.
  • Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in operational services


  • Reviews operational services and interacts with clients for purpose of gaining insight, growing and strengthening service, and optimizing client satisfaction
  • Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc
  • Analyzes evaluation data from clients, donors, etc. to assist in operational service project development and updates
  • Implements corrective actions required as a result of surveys or other indicators


  • Completes day-to-day oversight, maintenance, continuity and consistency of business processes related operational services
  • Implements ongoing operational services data integrity initiatives including participating in review, testing and quality assurance of processes, software, hardware, etc.
  • Compiles & analyzes data; prepares reports; shares results and recommendations with clients
  • Reviews processes and systems and recommends changes to incorporate state-of-the-art processes and technology as appropriate into operational services; streamlining the delivery and/or accessibility of information
  • Identifies service improvement opportunities that will better enable operational services to achieve its goals and objectives
  • Creates and maintains documentation, procedures, standards, and policies related to operational services.
  • Researches best practices, peer institutions, market/economic conditions and government rules and regulations and recommends changes and enhancements to improve administrative effectiveness, services and/or resources.


  • Supervises part-time, temporary, and/or work/study employee.


  • Performs other duties as assigned.

Minimum Qualifications:

  • Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience
  • 2 years operations, administration, development or the equivalent experience is required.

Minimum Competencies: (Skills, knowledge, and abilities)

  • team leadership; curiosity and analytical thinking, global/organizational perspective; complex problem solving; ability to work in fast-paced environment); attention to detail; initiative; commitment to excellence.
  • Ability to work with bank and brokers on complex financial contributions.

Preferred Qualifications:

  • Gift entry and reconciling experience.

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our
COVID-19 and Campus Updates website.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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