Item 3.A-Sep. 25, 2009
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable): Coord (New); Carrie Young (Mgr-17241); Position #(s): Various
Dawn Lawrence (Asst Dir-10810), Director (New)
Current Title: Assistant Director, Donor Records (JCC:76870;3C;CM3501;
Current Range:
CC043;E); Manager, Donor Records (JCC:77503;3C; CM3501;CC043;E)
1,2,3,4
Department: Development and Alumni Relations
College/Division: Development and
Alumni Relations
Account #(s): 1101-103-0001
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
( X) Line of Progression (show titles below)
Director, Donor Records (3C;CM3501;CC043;E)
Assistant Director, Donor Records (3C;CM3501;CC043;E)
Manager, Donor Records (3C;CM5526;CC570;E)
Coordinator, Donor Records (3C;CM5526;CC570;E)
Range:
4
3
2
1
JCC (Current
or new HR
assigned):
86927
76870
77503
86928
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
Laurie McLanahan
Director, Finance
____________________________________________________________
Director/Chair/Dean
Bruce Mack
Asst Vice President, DAR
__________________
Date
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature John Carothers
Date
Vice President, Development & Alumni Relations
Action Approved by the President (Completed by Faculty HR):
Position #:
EEO Code:
CUPA Code:
Job Class Code:
Exempt: Yes or No Census Code:
Range:
Effective Date:
Approved Title:
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The primary responsibilities of the Donor Records series of positions (Coordinator, Manager,
Assistant Director, and Director) are to maintain the integrity of the University of Nevada, Reno’s
(UNR) large and complex fundraising database with thousands of donor records and to provide
training and support to the Development and Alumni Relations (DAR) division and over 100 end
users, including the President’s staff, vice presidents, deans, and college staff.
Range 1:
The Coordinator, Donor Records is responsible for accurate and prompt fund raising data entry, for
the distribution of assigned work to students and staff, and for completion of data accuracy checks.
The Coordinator communicates Donor Records policies and procedures to end users and is the first
line of response for related questions. The Coordinator may assist with the development and/or
recommendation of new tools or procedures that will enhance the performance of these functions.
Range 2 in addition to Range 1 duties above:
The Manager, Donor Records, is responsible for developing, maintaining, and communicating a
dynamic list of policies, processes, and regulations and for assisting with development and
maintenance of training manuals and documentation related to the use of DAR’s fundraising
database.
Range 3 in addition to Range 1 and 2 duties above:
The Assistant Director, Donor Records, is responsible for assisting the Director in the
administration of donor records activities and supervises and evaluates the staff’s data entry records
for accuracy and promptness. The Assistant Director acts in the Director’s absence in areas of
responsibility assigned.
Range 4 in addition to Range 1, 2, and 3 duties above:
The Director, Donor Records, is responsible for the maintenance and administration of the
fundraising database and its on-line systems and reports. The Director must understand the division’s
fundraising goals and their translation into data extraction procedures and policies. This position
acts as the liaison with the DAR staff, Foundation Trustees, friends, alumni and donors.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
Range 1 - Coordinator
50% - Coordinate Data Entry
 Coordinate the day-to-day data entry of donor records information
 Complete data accuracy checks and reporting
 Properly record donor information, updates, life changes, etc.
 Coordinate efforts of staff, students and volunteers in donor records
 Work with Manager/Assistant Director to collect donor information
40% -User Support
 Respond to basic user inquiries
 Address questions, concerns and requests for history and donor(s)
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 3
10% - Process Improvement
 Research new tools for reporting to improve data entry process (accuracy, timeliness, etc.)
 Make recommendations of ideas to enhance service level of donor records unit and implement
new donor tracking ideas
 Communicate need for new policies or modifications to existing policies
Range 2 - Manager in addition to Range 1 duties above:
40% - Development Administration
 Maintain the large and complex development database, which interfaces with the accounting
and endowment software, including data cleanup and coding
 Support development initiatives such as telemarketing campaigns, gift proposals, events, and
constituent tracking
 Process and coordinate a high volume of correspondence, documents, and other information
which is distributed and may be shared with a number of university and external constituents
 Work closely with Data Specialist III to coordinate projects and assist with data clean up prior
to conversions
35% - Report and Information Processing
 Process monthly, weekly, and daily reports to include summary gift reports, detail gift reports,
quarterly reports to deans, campaign reports, and other development reports used to evaluate
status of giving
 Run and monitor daily change reports to ensure data integrity
 Work with end users to determine reporting needs and assist with the design of custom reports
25% - Development Training
 Training and orientation of new staff or Raiser’s Edge users.
Range 3 – Assistant Director in addition to Range 1 and 2 duties above:
30% - Development Administration
 Address higher level questions, concerns and requests for history and donor information
 Respond to user inquiries
 Assist with donor mailings, campaigns and appeals. Establish timelines and coding for
processing mailings/calling
 Design the process for extracting the data and working directly with the media outlet/mail
house to coordinate the data exchange and the mail drop
25% - Development Training
 Design and write custom reports to fit end users’ needs and training them on how to process
them (level of report generation is semi-complicated as the data is extracted in one database
and may require moderate report generation skills)
 Identify and obtain new sources for non-profit sector data
 Propose methods to disseminate the accumulated data to internal and external users
25% - Report and Information Processing
 Process monthly, weekly, and daily reports to include monthly gift status reports, summary
gift reports, detail gift reports, quarterly reports to deans, campaign reports, and other
development reports used to evaluate status of giving
20% - Staff Supervision
 Supervise, train, and evaluate data entry and professional staff
 Monitor data entry of all pertinent data
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 4
Range 4 – Director in addition to Range 1, 2, and 3 duties above:
40% - Development Administration
 Research and negotiate with outside vendors to provide updated information on the database
 Perform all data management and reporting duties to support the fundraising goals and
stewardship activities of the division
 Manage donor database for accuracy, reliability and data integrity through timely processing of
updated information, regular maintenance projects
 Oversee departmental donor/data/information and revenue reporting integrity as well as,
implementing and maintaining policies and procedures to optimize database functionality
 Maintain the database information in accordance with laws and regulations regarding
confidential information, identity theft, credit card laws as well as Internal Revenue
substantiation laws.
 Work closely with the accounting staff to assist with accounting/auditing reports for reconciling
the Raiser’s Edge database to the Financial Edge database
 Assist division with strategies to cultivate external relationships with individuals, foundations,
corporations through the use of the database
 Work collaboratively with Donor Relations to process the annual stewardship reports to
endowment and scholarship donors
 Manage security access to Raiser’s Edge
25% - Development Training
 Develop training and train staff and other end users
 Propose and implement methods to disseminate the accumulated data to internal and
external users
15% - Report and Information Processing
 Write complicated queries in Raiser’s Edge and prepare user reports (reports are more
complicated in that various piece of data need to be extracted from several different databases
and reconciled with an audit trail creating the end product)
20% - Staff Supervision
 Recruit, hire, train, manage, and evaluate Donor Records unit personnel
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
The Raiser’s Edge database is central to all DAR fundraising activities. The primary responsibility of
these positions is to maintain the integrity of the database, to facilitate the computerized coordination,
cultivation, and solicitation of fundraising on the campus, and to provide support to the DAR staff and
other end users. The way in which the responsibilities are carried out have a campus- and
community-wide effect and will impact the fundraising success, reputation, and services of
Development and UNR, as well as the entire university campus. These positions are very visible to
the public and potential and current donors and therefore have a direct impact on the perception of
the university and potential fundraising.
Inadequate performance has a detrimental effect on the achievement of objectives related to major
university goals. Inadequate performance may result in delays or inefficiencies in the administration
of fundraising activities. Errors result in loss of time and inconvenience within the function or program.
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 5
Range 1- Coordinator:
The incumbent must be able to work independently but with direct supervision by the Manager, Donor
Records, and with some latitude for initiative and independent judgment. Activities are usually
checked for adequacy of performance at intermediate steps.
Range 2 – Manager (in addition to Range 1 above):
Many decisions are made independently or in consultation with the Assistant Director and/or Director
of Donor Records. Activities are checked for proper procedure at intervals and for progress towards
completion where accuracy is usually assumed.
Range 3 – Assistant Director (in addition to Range 1 and 2 above):
Many decisions are made independently or in consultation with the Director, Donor Records and
Director of Finance for DAR. Latitude for independent action is evaluated on short- to intermediateterm results on a period basis.
Range 4 – Director (in addition to Range 1, 2, and 3 above):
The primary responsibility of this position is to administer and monitor the facilitation of the Donor
Records activities. Many decisions are made independently or in consultation with the Director of
Finance for DAR. Incumbent has considerable latitude for independent action and is evaluated on
intermediate term results of actions but not normally on specific procedures used. Individual must be
flexible and take initiative with little direct supervision and with considerable latitude for initiative and
independent judgment.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Range 1 – Coordinator:
Knowledge of:
 Fundraising terminology and processes
 Accounting and its affect on the data and the accuracy of reporting within the various
databases
Skills:
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
 Basic proficiency in the use of large complex relational databases and equipment and
software used to perform duties
 Excellent oral and written communication skills including syntax, grammar and spelling
 Organizational and time and task management skills
Ability to:
 Maintain confidentiality of sensitive information
 Establish and maintain effective cooperative working relationships with faculty, other campus
staff, subordinates, all levels of administration, alumni, advisory boards, and current and
potential donors
 Complete assignments with a very high degree of attention to detail
 Set priorities, complete specific assigned but multiple tasks with specific administrative
guidance concerning procedures to be used, and achieve results in a timely and effective
manner within established time frame
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 6
Range 2 – Manager – in addition to Range 1 KSAs above:
Knowledge of:
 All aspects of fundraising including capital campaigns, major gift solicitation and cultivation,
planned giving, proposal and grant writing, annual fund solicitations, development events and
alumni relations events
 The overall responsibilities of gift processing and acknowledgements, biographical, and other
data maintenance activities which is essential in performing a liaison role with department and
campus staff
Skills:
 Training staff in a specialty or functional area with technical elements
 High degree of proficiency in the use of large complex relational databases and equipment
and software used to perform duties
 Interpretation and application of complex computerized processes with minimal guidance
 Analytical, decision-making, and problem-solving skills
Ability to:
 Provide clear and concise direction
 Manage and develop staff so that employees maintain required knowledge level to perform
 Manage, prioritize, and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus on organizational goals
 Apply established rules and procedures and make informed decisions that affect quality,
accuracy, and/or effectiveness of results
Range 3 – Assistant Director– in addition to Range 1 and 2 KSAs above
Knowledge of:
 Advanced understanding of the workings of a development office including capital campaigns,
major gifts, and annual giving programs, gift processing and acknowledgements, and
biographical and other data maintenance activities
Skills:
 Negotiations
 Solicitation and cultivation of fundraising
 Human resources management and supervisory skills, including an ability to teach and mentor
technical staff and to achieve both timely completion of goals and client satisfaction
 Leadership
Ability to:
 Provide consultative assistance
 Recruit, hire, supervise, manage, train, and evaluate staff
 Educate and train employees on processes and procedures and on the application of software
 Provide relevant input to the policy development process
 Administer unit goals and objectives and ensure that resources are available to fulfill
assignments
Range 4 – Director– in addition to Range 1, 2, and 3 KSAs above
Knowledge of:
 Advanced expertise and understanding of the workings of a development office including
capital campaigns, major gifts, and annual giving programs and relational database
management
 Basic knowledge of accounting and auditing
Skills:
 Advance computer skills in report extraction and generation
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 7
Ability to:
 Manage and assess goals and objectives of staff’s program and/or work
 Extrapolate long-term strategic plans into short-term operational actions
 Understand the role of the department in achieving the university’s mission
 Provide coordination of activities between function or program areas
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Range 1:
President’s staff, deans, vice
presidents, department
personnel, administration and
staff
Lower- and mid-level
administrators of internal
organizations
Range 2, plus R1 above:
Middle level management of
internal organizations who have
moderate impact on attainment of
university objectives
Range 3, plus R1+R2 above:
Staff
Middle- to upper-level
management of internal
organizations who have moderate
impact on attainment of university
objectives
Range 4, plus R1,R2,+R3 above:
Upper-level management of
internal organizations who have
moderate impact on attainment of
university objectives
External
Range 1:
Alumni
Volunteers
Donors
Range 2, plus R1 above:
Reason for Contact
To receive report requests; consult on Raiser’s Edge information
To exchange and interpret information
To exchange information for decision making and evaluation of
processes and programs
To focus on development, innovation, and evaluation
To resolve problems, provide direction, assign and schedule
tasks
To provide information, resolve problems
To recruit, hire, train, manage, and evaluate
To exchange information for decision making and evaluation of
processes and programs
To exchange information for decision making and evaluation of
processes and programs; conduct strategic planning
Reason for Contact
To provide information, resolve problems
To provide information
To provide Information
Position Description – Donor Records - Coordinator / Manager / Assistant Director / Director Page 8
Foundation Trustees
Range 3, plus R1+R2 above:
Special Friends & Donors
Range 4, plus R1,R2,+R3 above:
Executive Committee Members
Development Committee
Members
To assist with development events, donor events
To handle special seating for the President’s guest for
graduation, special events, Foundation board meetings etc.
To meet with executive committee members to review gift reports,
answer questions or train volunteers. To meet with development
committee members to discuss potential donors, potential
contacts, information available regarding donor database
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Ranges 1-4:
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Range 1:
Bachelor’s Degree and one year of comparable professional experience
Range 2:
Bachelor’s Degree and two years or Master’s Degree and one year of comparable
professional experience
Range 3:
Bachelor’s Degree and four years or a Master’s Degree and two years of comparable
professional experience
Range 4:
Bachelor’s Degree and five years or a Master’s Degree and three years of
comparable professional experience
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None