Gift and Donor Records, Director

Rochester, NY


Responsible for directing and coordinating the maintenance of gift and biographic records, communicating with customers regarding gift transactions, and complying with appropriate Advancement, University, and regulatory policies. This role will oversee a team of informational analysts and data specialists with the goal to coordinate and streamline processes across the team. It will interface heavily across areas of the office, campus and outside vendors. A thorough working knowledge of the processes is needed and ability to create and apply strategies to meet department and division goals.


  • Responsible for directing and coordinating the maintenance of gift and biographic records involving the receipting, processing and documentation of private gifts and grants to the University of Rochester and its affiliates. Oversee data quality and manage customer service related to charitable contributions. Direct the receiving, accurate and timely deposit, processing, and receipting for major private gifts and grants to the University of Rochester and its affiliates. Manage, measure, plan, and advise on the reporting of University Advancement gift activity.

  • Manage personnel responsibilities including counseling, disciplining, hiring/dismissing, and training for new staff positions. Schedule and approve overtime, sick leave, vacations, and other time off with pay. Complete employee performance appraisals. Make recommendations to staff on classes for professional development.

  • Working with stakeholders in Advancement, affiliates, and across University advise on fundraising event activities.

  • With an understanding of accounting principles, CASE and IRS guidelines, and Advancement policies, work with the Senior Director, Gift and Donor Services to design and implement Advancement-wide guidelines and standards for data maintenance of constituent data in OASIS.

  • Provide consultation and expertise to the Senior Director, Gift and Donor Services in matters pertaining to the information needs and objectives of the university’s advancement community. Run OASIS and FRS reports. Use spreadsheets and databases to collect and record data and information for departmental reports. Collect, analyze, and present as appropriate.

  • Communicate directly with donors, financial advisors/representatives, and university staff regarding gift transactions and the delivery of assets to the university. Authorize transfer of funds across university accounts. Serve as resource for university advancement and financial officers regarding gift counting and reporting policies and procedures and data administration. Conduct staff development and training sessions as needed, including preparing and presenting information on policies and processes.

  • Maintain awareness of issues within the advancement profession, and of the goals and activities of the University of Rochester and its peer institutions. Pursue ongoing professional development through participation in meetings, conferences, and related training opportunities offered by vendors, the University, and professional organizations.

Other duties as assigned



  • Minimum bachelor’s degree in accounting or finance, master’s degree preferred, and

  • 7 years of experience in Advancement Services, an operational financial environment or a bank operation, or proven related combination of education and experience.

  • Requires knowledge of national and institutional professional fundraising methods and advancement services practices and standards.

  • Knowledgeable in the use of various software applications, including spreadsheet, word processing, relational database, and presentation software.

  • Knowledge of SQL and ability to write queries and work with technical colleagues on determining which database fields to use for reports.

  • Scrupulous accuracy and attention to detail, as well as the ability to exercise sound independent judgment and follow established protocols and procedures.

  • Necessary strengths include organizational, analytical, financial, and problem-solving abilities. Outstanding leadership, customer service, and interpersonal skills are also required, in addition to strong verbal and writing skills. Ability to manage multiple projects and staff simultaneously.

  • Must be able to develop solid relationships with advancement staff, administrators, and financial officers.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $86,482 - $129,723 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Central Administration
Full/Part Time: Full-Time