Reporting to the Senior Director of Gift Systems the Assistant Director will be responsible for auditing cash management controls to insure accurate reporting of gift income. The incumbent will prepare the final reconciliation report required by senior University administrators and outside auditors; will determine whether requested adjustments and corrections comply with University, IRS and Financial Accounting Board guidelines for gift administration; will oversee staff responsible for adjustments; and have final approval authority for journals to transfer, adjust, reclassify and refund gifts. The Assistant Director’s primary responsibility will be to insure that the millions of dollars in gift income processed annually by Gift Systems in the Office of Alumni and Development are fully distributed to gift accounts in the University’s Financial Accounting System.; and that fund balances are accurately reflected in both the University’s gift subsystem and Financial Accounting System. He/she will supervise direct reports, and additional staff as required.
Responsibilities include, but are not limited to the following:
· Maintain a tracking system of all outstanding issues; follow up with appropriate departments; and report monthly to the Senior Director.
· Analyze credit card income reports to verify income, adjustments and fees from multiple credit card processors to our bank accounts.
· Oversee the work of one or more Gift Coordinators in preparing and reconciling the periodic feed of journals from the University’s gift subsystem (a component of the University’s Alumni and Development System) to the University’s Financial Accounting System according to the Controllers’ schedule for subsystem feeds; mailing and customizing official gift receipts to all donors; maintaining seven years of official University gift files; researching gift documentation.
· Oversee and have final approval authority for all corrections; adjustments; returned checks; and refunds prepared by the Financial Assistants; and will oversee gift accounting research.
· Make determination on whether the journals requested are appropriate and in accordance with donor’s intent, and internal Revenue Service, general accounting and University guidelines.
· The Assistant has authority to approve or deny requests or suggest alternate procedures.
· Assist the Senior Director in identifying and reclassifying gifts processed on cash receipt vouchers in error or transmitted by electronic funds transfer in both FAS and gift subsystem.
· Performs other duties as assigned the Senior Director of Gift Systems.
Bachelor’s degree and a minimum of 3 – 4 years of experience in the management of gift processing or equivalent combination of education and experience required; Microsoft Office suite knowledge required. Excellent written and verbal communication and research skills required; strong interpersonal and organizational skills required; detail-orientation and ability to work in a highly pressured environment with changing priorities required.
Knowledge of Columbia University gift and accounting systems preferred.
The candidate must be able to work well with all levels of employees in a flexible manner.
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Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.