Job Description Summary

The position of Assistant Director, Gifts & Records Processing is responsible for recording and receipting the charitable contributions received by Miami University. They will serve as the lead Gift Processor in the Stewardship Department, which will require independent judgment related to the oversight of the daily operations of the University Advancement Gift Processing unit. They will ensure the quality, integrity and accuracy of all donor information. The Gift Processing and Records department is responsible for the receiving, recording, and depositing all funds designated as gifts to the University in a timely, accurate and efficient manner, providing information for acknowledgements of gifts, reports and other necessary items.

Job Description

The position of Assistant Director, Gifts & Records Processing is responsible for recording and receipting the charitable contributions received by Miami University. They will serve as the lead Gift Processor in the Stewardship Department, which will require independent judgment related to the oversight of the daily operations of the University Advancement Gift Processing unit. They will ensure the quality, integrity and accuracy of all donor information. The Gift Processing and Records department is responsible for the receiving, recording, and depositing all funds designated as gifts to the University in a timely, accurate and efficient manner, providing information for acknowledgements of gifts, reports and other necessary items.

Essential Duties:

• Oversee deposit and data entry for complex transactions including the sale of securities gifts; non-gift revenue; pledge payments, reminders and uncollected pledges; and the matching gift processing.
• Maintain Policy and Procedure manual for gift processing area.
• Reconcile a variety of accounting reports as needed, and verify the weekly and monthly accounting feeds.
• Act as the University co-liaison with various banking partners.
• Oversee the printing and correction of daily gift receipts and end of the year giving statements.
• Train divisional support staff in using and updating Banner records.
• Monitors gift processing operations, ensuring smooth work processes and accurate records while answering staff questions.
• Records gifts and pledges to the proper accounts, including the completion of daily deposits.
• Creates and maintains constituent records in Banner.

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses. This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Diversity Statement
Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environment for all. For more information on Miami University’s diversity initiatives, please visit the Office of Transformational and Inclusive Excellence webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.

Minimum Qualifications:

• Bachelor’s degree
• One year of relevant experience
• Requires experience working with complex databases

Preferred Qualifications:

• Banner experience or experience with databases in a non-profit setting
• Experience with the Miami University accounting system
• Experience with fund accounting
• Experience in a University setting
• Experience with IRS laws governing charitable giving

Required Knowledge, Skills, and Abilities:

• Strong ability with MS Office Suite including Word and Excel
• Excellent organizational and communication skills including a strong ability to work with people including donors and staff

Additional Position Information (if applicable)

Miami University recognizes that technology enables us to find new ways of providing first class service and workplace flexibility. This position is approved for remote work on a hybrid basis, following a successful period of six (6) months of employment. Remote work is a working arrangement that can be modified or revoked by Miami University at any time for any reason. 

In alignment with Miami University’s statement on Diversity and Inclusion, University Advancement is committed to and fully embraces the philosophy and belief that a diverse community is among an institutions greatest strengths. The Division of University Advancement is committed to creating an inclusive work environment where all people feel safe, valued, and respected. To view our full statement including our specific commitments, please visit our website: miamialum.org/DEI_statement.

Required Application Documents

To be considered for this position, please upload a cover letter and resume.

About Miami University

“Miami University, a student-centered public university founded in 1809, has built its success through an unwavering commitment to liberal arts undergraduate education, with complementary quality graduate programs, and the active engagement of its students in both curricular and co-curricular life. With a student body of 16,000, Miami effectively combines a wide range of strong academic programs with faculty who love to teach and the personal attention ordinarily found only at much smaller institutions. Faculty and staff are highly valued for their contributions toward the Miami experience. Employees enjoy a competitive benefits package and stable work environment as they work to support the university’s educational mission. Miami’s main campus is located in Oxford, Ohio, 35 miles northwest of Cincinnati, with regional campuses located in Hamilton and Middletown, Ohio, and a center in Luxembourg. Known as one of the most beautiful campuses in the nation, Miami, the nation's tenth oldest public university, is recognized for its striking red brick Georgian-style architecture and tree-shaded lawns. Take a Virtual Tour from our website.”

Connections working at Miami University