Gift and Records Management Associate

Gift and Records Management Associate

Who we are:

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lunaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.

Who you are:

As an integral member of the team, you contribute to the goals of the Advancement Department by overseeing data and records – including, but not limited to, donation and biographic data, address and contact details, education history and school engagement – to ensure the accuracy and completeness of data pertaining to the School’s stakeholders, including alumni, friends, corporations, foundations and other organizations. You provide lists, reports and data files to Advancement, the Dean’s Office, Finance and other departments within the School as required, and on special request. You have superior data entry skills with a demonstrated high level of accuracy and take pride in your strong customer service skills to handle enquiries and resolve issues in a professional and timely manner, exercising good judgement and tact. You are highly motivated and enjoy working independently however you also have a strong record of teamwork. You exercise your leadership abilities in the management and supervision of a Data Integrity Administrator. You thrive in a fast-paced environment and are able to meet tight deadlines and adapt to growth and change. 

You are excited about the opportunity to work for Canada’s most prestigious business school, working alongside the brightest staff, students and globally-recognized faculty, as well as being a part of the broader Western University community.

What you’ll do: 

Records Management 

• Perform data entry and records updates, as required, via batch or individual transactions.
• Develop and execute proactive strategies and procedures to constantly improve the integrity of the data in the database. With the Director, Advancement Operations, work to develop reports and statistics to monitor data integrity, database changes, address accuracy and the interrelationships of data. 
• Anticipate upcoming demands of the team and work with the Director, Advancement Operations to set deadlines and expectations. Assist with the preparation of annual planning goals, taking the broader goals and objectives of the Advancement Department into account, and tracks the ongoing performance of the Records area. 
• Partner with Western University Advancement Operations on data integrity and data sharing initiatives to achieve consistent and reliable data whenever possible between the Ivey Business School and Western central records.

Gift Administration 

• Ensure donations are recorded accurately in the database and remitted to Western Advancement Operations in a timely manner.
• Coordinate with Development to track gifts to appropriate campaigns, solicitations, and credit prospect managers as needed.
• Develop and execute systems and procedures to ensure all aspects of pledge and gift transactions are accurately recorded in the School’s database, including the supervision of all gift data entry, pledge management processes, and gift reconciliation. 
• Prepare and consistently review all written documentation on gift administration.  
• Work closely with Western Advancement Operations, specifically Gift Processing, to ensure accurate gift and pledge processing and coding, ensuring account reconciliation is achieved.

 Data Extraction and List Generation 

• Oversee the appropriate provision and release of alumni and donor data to requesting departments, internal stakeholders, and alumni, ensuring strict adherence with internal data governance policies and external privacy legislation. 
• Query and export alumni and donor data with varying degrees of complexity.
• Prepare data files to support Advancement strategies, including but not limited to, select mass communications, fundraising goals and alumni engagement.
• Collaborate with Director, Advancement Operations to develop reports which support data integrity, financial reconciliation and the transfer of data to Western University.
• Run standard reports, as requested, for the Advancement team, Finance, the Deans’ Office and other departments as needed.

Supervision & Training 

• Serve as primary provider of training and ongoing education for Advancement staff on database use and policies. Partner with staff whenever possible to share best practices for gift administration and records management.
• Manage one full-time Data Integrity Administrator and one temporary Student Records Assistant, including recruitment, hiring, onboarding, professional development and performance reviews.

What you have: 

Education & Experience

• A university degree in a related field, with 2-3 years of experience working in a high-volume records management, information management or gift administration environment.
• Experience in a fundraising environment with a good understanding of philanthropy is an asset.

Skills & Abilities 

• Experienced with relational database software, electronic records management, Microsoft Windows, Microsoft Office, specifically Excel and Access and Outlook.
• Demonstrated data entry skills with the ability to process information with high levels of accuracy.
• Strong customer service skills to handle enquiries and resolve issues in a professional and timely manner, exercising good judgement and tact.
• Excellent verbal and written communication skills and confidence dealing with all levels of an organization.
• Excellent interpersonal skills with the ability to coach team members as well as support internal/external clients.
• A strong record of teamwork with the motivation and ability to work independently with little supervision.
• Ability to work in a fast-paced environment, meet tight deadlines and adapt to growth and change.
• Demonstrated analytical ability with a working knowledge of general accounting.
• Established knowledge of relevant privacy legislation, the Donor Bill of Rights, and charitable giving guidelines.
• Proven leadership skills with the ability to coach and develop shared vision to lead high performing staff an asset.
• Knowledge of Millennium (Abila), Salesforce and/or Blackbaud would be an asset.
• Knowledge of Crystal Reporting, Tableau or Power BI would be an asset.

Location: 

London, Ontario

Position Type

Full Time (35/ hours per week) 3- year renewable contract.

Benefits

Ivey Business School offers a comprehensive group benefits package that includes health, dental, an employee assistance program, and travel assistance. Ivey employees also have access to a Group RSP program with a generous employer contribution.

Hiring Range

Based on the salary band for this role, candidates can expect to be offered a starting salary in the range $51,300- $64,200. When determining salary, Ivey Business School considers the market, candidate experience, as well as internal equity. Once in the role, successful candidates will have the opportunity to progress through the range and beyond the hiring range of the band, through annual increases. The maximum salary for this band is approximately 20% higher than the top end of the hiring range.

Application

If you are excited about the opportunity to work for Canada’s most prestigious business school, working alongside the brightest staff, students, and globally recognized faculty, tell us why by submitting your resume and cover letter via the Ivey Careers page today.

Application will close May 18, 2022.

Covid-19 

Effective September 7, 2021, all employees and visitors to campus are required to comply with Western's COVID-19 Vaccination Policy.

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any special accommodations in order to participate fully in our recruitment experience. Please contact us at hr@ivey.ca to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

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