Position Classification Title: Foundation Admin Officer
Position Classification Code: C1057
Job Family: Business, Accounting and Finance
Pay Level: 17
Exempt Status: Exempt
This description is intended to describe the general nature of the work being performed. It is not intended to be a complete list of specific duties of any particular position. Duties, responsibilities and bargaining unit eligibility may vary based on the specific tasks assigned to the position.
Purpose of Classification:
Reporting to the VP for Advancement, responsible for the strategic leadership and management of the departments of Retention, Recruiting & Professional Development; Accounting, Gift Processing & Records; IT, Data & Analytics; Prospect Research & Portfolio Enhancement; and Principal and Major Gifts. Establishes and drives strategies that support the advancement and fundraising enterprise for NMSU and oversees development and advancement-wide projects and initiatives as identified by the VP.
Standard Duties:
Manages the Office of Principal and Major Gifts and a team of gift officers who have the responsibility to cultivate, solicit, and steward donors to increase levels of philanthropic support for NMSU. Assist the VP in development and execution of annual strategic fundraising plans and future comprehensive campaigns. Ensures systems, structures, policies and procedures are in place that provide focus and accountability within the development operation. Provides oversight of the Accounting, Gift Processing & Records department, Office of Gifts & Records, ensuring consistent, timely, and accurate gift and pledge reporting. Ensures all gifts are booked to the correct allocations, credited to the right donors, and that gift receipts are issued promptly and accurately. Oversees biographical data maintenance, data integrity, and data management. Manages a strategic internal budget process that ensures alignment of advancement resources with the division’s strategic priorities. Oversees the investment of pooled endowment funds through appropriate investment of funds and conservation of resources. Oversees the IT, Data & Analytics department, including technical support, database administration, business analytics, data security, and report writing. Ensures that strategic decisions are made regarding creation and availability of appropriate technology, reports and reporting tools. Oversees the Prospect Research and Portfolio Enhancement department, including the evaluation and creation of a strategic approach for the research function to generate increasingly impactful information to support fundraising strategies and efforts. Responsible for the development of a prospect management approach that effectively monitors the donor development process and continually upgrades development portfolios. Oversees the creation and management of a Retention, Recruiting & Professional Development program that provides targeted recruitment, effective onboarding and continual training, assessment and career planning with employees to increase retention and enhance the skills, abilities, and expertise of the Advancement team. Coordinates the negotiation, execution, management, and retention of contracts on behalf of the Office of Advancement and the NMSU Foundation. Oversees the allocation of office and workspace assignments, and office moves. Assesses ongoing space requirements for Advancement functions, and collaborates with various university offices on the provision of space. Oversees the selection and implementation of technical systems that support NMSU’s advancement efforts, including the donor and alumni records system. Collaborates with appropriate key stakeholders, coordinates vendor and system selection, structures and allocates required staff resources, and ensures that system functionality and capabilities are aligned with business needs. Responsible for creating, updating, promulgating, and cataloging all policies for the Office of Advancement and NMSU Foundation, including campaign counting, gift acceptance, and gifts-in-kind. Engages with NMSU Foundation Board of Directors and, along with the Controller, serves as the staff liaison to the Board’s Investment, Budget and Audit committees. Participates in leading the creation of the Foundation’s next strategic plan and ensures linkage to the University’s overarching plan. Communicates with people outside the organization, representing the organization to customers, the public, government, and other external sources. Oversees the supervision of personnel, which includes work allocation, training, promotion and enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance. Oversees the approval and processing of revenue, expenditure, and position control documents, department budgets, mass salary updates, ledger and account maintenance and data entry, ensuring compliance with university, state, and federal policies and regulations, while maintaining appropriate internal control safeguards.; presents recommendations for programmatic and fiscal changes. Develops, interprets, implements, and coordinates finance, accounting, billing, and auditing procedures. Interacts with other unit managers, providing consultative support to planning initiatives through financial and management information analyses, reports, and recommendations. Establishes and implements short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement. Ensures records systems are maintained in accordance with generally accepted auditing standards. Evaluates and recommends changes in rate structures, as appropriate. Develops, and directs the implementation of strategic business and/or operational plans, projects, programs, and systems, as appropriate to the objectives of the unit. Performs miscellaneous job-related duties as assigned.
Knowledge, Skills and Abilities:
Knowledge of higher education fundraising and related university advancement best practices. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. Knowledge of federal and state financial regulations, and university financial policies and procedures. Knowledge of business practices and procedures. Knowledge of software to quantify and illustrate complex financial reports, comparisons, impacts, and/or projections. Knowledge of computerized information systems used in financial and/or accounting applications. Knowledge of cost analysis techniques. Knowledge of financial accounting, budgeting, control, and reporting principles, methods, techniques, and standards. Knowledge of faculty and/or staff hiring procedures. Knowledge of, or certification in, Agile project management. Knowledge of IRS regulations related to the tax deductibility of gifts; CASE Standards; VSE reporting.
Skill in the use of computers, preferably in a PC, Windows-based operating environment. Skill in the use of Blackbaud Razor’s Edge and NXT. Records maintenance skills. Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures. Skill in developing policy and procedure documentation. Employee development and performance management skills.
Ability to lead and manage people to achieve goals. Ability to analyze and interpret financial data and financial reports, statements and/or projections. Ability to communicate effectively, both orally and in writing with a wide range of constituencies. Ability to develop and implement strategic business and operating plans. Ability to plan, organize, implement, evaluate, and modify financial programs, informational support systems, and processes. Ability to make evaluative judgments. Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments. Ability to foster a cooperative work environment. Ability to analyze and interpret financial and systems support requirements, and provide consultation and recommendations to operational management.
Minimum Qualifications:
   Education- Bachelor's degree in a related field.
   Experience- Eight (8) years of professional experience directly related to the standard duties as outlined (Experience in the higher education development and advancement arena, including exposure to the disciplines and functions inherent in front-line fundraising and advancement services. At least five (5) years of experience supervising full-time employees).
   Equivalency- None
   Departmental Requirements-
   Special Requirements-