Associate Director, Gift Services - Queen's University (Gift Services)
Application Deadline : 2019-08-25
Institution : Queen's University
Reporting to the Executive Director, Advancement Services, the Associate Director, Gift Services manages the operations of the Gift Services unit and has accountability for ensuring the proper recording and acknowledgement of all charitable donations to the university. The incumbent is responsible for issuing official charitable receipts for the gifts received by the university and ensures the accuracy and integrity of the financial information and interfaces as it pertains to the gift ledger in compliance with the requirements of the Canada Income Tax Act, Canada Revenue Agency guidelines, CICA standards, CASE standards, and Board of Trustee approved policies. The Associate Director serves as a key advisor to Faculties and Schools, and external constituents on charitable compliance with complex gifts and solicitation programs.
The Associate Director will have a comprehensive knowledge of accounting principles, policies and procedures, CRA guidelines and the ability to acquire sound understanding of the Queen’s University Gift Acceptance policy and other considerations relevant to the higher education charitable sector, in order to ensure the protection and use of the University’s charitable registration number and status.
· Directs and monitors the work of the Gift Services unit and ensures that resources are in place to maintain high levels of customer service.
· Ensures the proper recording and acknowledgement of all charitable donations to the university. Manages all aspects of gift accounting for the university including gift/pledge processing and reporting and receipt functions. Ensures acceptable financial controls, process efficiency and accuracy are consistently maintained. This includes managing the efficient flow of information between Gift Services and other Advancement units, Financial Services and Faculties.
· Uses in-depth knowledge of CRA and IRS guidelines, CICA standards, and University policy to advise and liaise with donors, Advancement staff, business and accounting personnel at Queen’s and other external constituents on charitable compliance with complex gifts and solicitation programs.
· Works with the Executive Director, Advancement Services to analyze and report information and make recommendations to the Vice-Principal (Advancement) and the Advancement Leadership Team on Office of Advancement donation related issues.
· Directs administration of all philanthropic revenue activity, ensuring utmost financial integrity through the analysis of reconciliations, bank accounts, and preparation of financial and statistical reports.
· Manages the development of philanthropic reports for External Relations & Development Committee pertaining to donor information, departmental revenue, quarterly and annual statistical and financial reports in support of the Office of Advancement activities. These reports may be presented to the Board of Trustees, Faculties and other relevant stakeholders.
· Liaises with Advancement technical team to assess the need for and proposes enhancements to the gift ledger in the database. Analyzes what impact all technical changes to the gift ledger will have and provides direction and outlines requirements through the creation of business rules, guidelines and procedures for implementation.
· Leads internal and external audits including liaising with auditors and implementing necessary internal controls to ensure compliance.
· Reports to the Audit Committee of the Board of Trustees as required.
· Tracks all incoming gifts of securities and acts as a liaison between the Office of Advancement and both the US and Canadian brokerages to ensure timely and accurate processing of share revenue. Analyzes incoming share revenue to identify appropriate donors and reconciles activity to prepare reports.
· Oversees all financial requirements for the US Foundation for Queen’s.
· Advises on the use of accounts on the database by researching the activity of particular groups and initiatives, ensuring only those that are synchronized with the charitable purpose of Queen’s University are authorized to receive donations.
· Assesses Advancement wide staff training and development needs related to charitable giving at Queen’s.
· Manages the fiscal year-end process for the Gift Services department including completion of the year-end gift file, working with Financial Services on the T3010, and US Foundation information returns to the IRS. Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
· Participates in budget activities. Assesses the needs of the Gift Services unit and forecasts resources required to maintain a sustainable level of activity in response to changes in areas serviced by the unit.
· Analyzes, researches, and interprets changes in legislation by regulatory bodies and University policy as it affects donation-based activity.
· Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching to ensure effective program delivery and/or services.
· Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
· Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
· Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance.
· Investigates, addresses and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters.
· Undertakes other duties as assigned in support of the unit and/or department.
· University degree in accounting, commerce or related field.
· Recognized professional accounting designation (CPA, CMA, CGA) or equivalent required.
· Minimum seven years of progressive management experience, preferably in a philanthropic environment.
· Knowledge of federal and provincial Canadian legislation affecting charities and charitable status.
· Demonstrated successful experience in strategy development, project planning and implementation; budget and revenue planning, auditing and analysis; and meeting the objectives of these plans.
· Advanced level of demonstrated skill in the use of various computer software packages for data and statistical analysis, spreadsheet and database management.
· Knowledge of the university environment and the challenges faced by post-secondary institutions.
· Consideration will be given to the equivalent combination of education and experience.
· A thorough working knowledge of Queen’s including the university’s priorities and governance structure, financial systems and structure, Senate/Board policies and procedures, and programs and policies pertaining to the Advancement portfolio considered an asset.
· Strong initiative to keep up to date with new and revised accounting guidelines and standards as implemented by regulatory bodies and ability to interpret for practical application to non-financial constituents.
· Ability to think and act strategically, creatively and dynamically in a high-pressure work environment.
· Demonstrated experience as a facilitator and motivator with the ability to make difficult and complex decisions with tact, maturity, good judgement and with acute sensitivity to the political environment and to the reputation of the Office of Advancement and the university.
· Demonstrated strong analytical, problem solving and human resources management skills with an ability to compile and interpret data from a variety of sources, select appropriate methods of analysis, monitor emerging trends and issues, and disseminate information.
· Strong written/verbal communication skills with the ability to translate financial terminology effectively.
· Strong interpersonal skills to work well in complex, decentralized environment. Ability to deal effectively with diverse groups of people, including senior administrators, colleagues, and donors; ability to identify and respond to needs and interest of varied audiences.
· Highly motivated and results-driven individual able to set high standards and ambitious goals within established guidelines.
· Uses financial expertise to investigate and advise on charitable compliance of complex gifts and solicitation programs. Determines and recommends content for institutional/organizational position papers, strategy documents, publications and presentations for internal and external audiences.
· As a member of the management team in Advancement Services, participates in strategic discussions, making decisions on direction, in collaboration with the Executive Director, Advancement Services, for the Gift Services unit and contributing to decisions related to the strategic direction of the Office of Advancement more broadly.
· Identifies and implements internal controls and technological enhancements to data and information processing systems. Assesses impacts of changes to develop optimal solutions to benefit the organization.
· Interprets policy, and analyzes procedures and recommends changes or amendments as required.
· Determines priorities (tasks, time) to ensure needs of donors, organization and external stakeholders are met by regulated deadlines established.
· Makes budget and staffing decisions related to the Gift Services Unit.
· Evaluates job candidates and makes effective recommendations on suitable hires.
· Makes decisions and/or effective recommendations regarding transfers and promotions.
· Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities or remedial action for staff disciplinary situations.
· Assesses investigation outcome of grievances and make effective recommendations on appropriate course of action or next steps on grievances.
· Makes effective recommendations on level of discipline up to discharge and probationary termination.