The External Relations (ER) department has been created in February 2020 and is comprised of 3main but complementary functional areas: Private fundraising, Communications and Advocacy. The ER department is at the beginning stages of creating a new radical and ambitious strategy that will enhance IRC’s ability to ‘punch above its weight’ in private income, advocacy and brand awareness. The main objective of the department is to enable this organization of more than 12,000 staff to have the resources needed to continue serving 18 million people worldwide in places affected by war and disaster, shape the humanitarian sector by influencing key policies and reforms and build and grow IRC’s reputation.
The Officer, Gift Management is primarily responsible for ensuring high-quality and efficiency for gift and donor data capture in the US and for ensuring that accurate donation data is reported to Finance in timely manner. She/he will produce and maintain protocols and documentation, provide oversight for staff and vendors, and will develop and support business and technical processes to enhance efficiency and maintain a high level of quality. They are responsible for managing and ensuring gift and data entry or imports, and reporting of donations in compliance with global financial standards, credit card industry and internal audit standards. They are a dynamic, self-motivated and hands-on leader who will help equip the team to troubleshoot and resolve any roadblocks.
• Ensure that all gift processing and record-keeping is conducted in compliance with all applicable global financial, legal, credit card industry and IRC internal audit and IT standards, including the work of internal staff and external vendors.
• Ensure confidentiality and security of donor data, including partnering with IT/Finance to ensure PCI compliance.
• Lead on monitoring fraud, and ongoing monitoring and analysis of costs of payment gateways.
• Establish and maintain FAQ/gift processing guidelines to provide transparency for Fundraiser colleagues
• Provide regular financial reporting, reconciliation and analysis in accordance with IRC Finance requirements
• Record and reconcile Admin fee with Finance data
• Serve as a liaison to reconcile funds and support the preparation of annual financial audit
• Successfully lead a team of 4 people by mentoring and developing them professionally, systematically reviewing and optimizing job responsibilities and work routines to adapt to rapidly evolving strategies and priorities across the External Relations department.
• Monitor cases requested by Fundraisers and ensure that they are closed out in timely manner
• Directly manage and oversee relationships with IRC’s offsite mail processing (lockbox) vendor and the brokerage handling gifts of stock
• Closely monitor and maintain up-to-date records on various sources of donations from third-party sites
• Establish and improve standard processes and workflows, including to increase the efficiency and accuracy of data flow between internal and external systems
• Ensure that impeccable records on donors are maintained (valid addresses, preferences, contact history, etc.) and that high quality data is available to support high-touch donor relationship building, acknowledgment, stewardship and solicitation efforts
• Monitor data quality issues on a daily basis and direct team members to correct data integrity issues promptly
• Develop and enforce QC checklist for key tasks related to closing fiscal periods, and fiscal and calendar year
• Proactively work on continuous data quality improvements to ensure that transaction and contact history supports real-time decision making.
• Partner with the Associate Director, Data Operations to set annual and regular project goals, deliverables and key outcomes for projects and work.
Key Working Relationships:
Position Reports to: Associate Director, Data Operations
Position directly supervises: Four support staff positions responsible for gift processing, data capture/entry
Other key internal and/or external contacts:
Internal: Colleagues in IRC Finance and Legal departments; colleagues working in the areas of digital technology and global fundraising across External Relations
External: Offsite mail processing facility, brokerage, and vendors
• 3+ years’ direct experience with high volume gift processing for a complex, large not-for-profit organization
• 3+ years supervisory experience managing a team
• Experience managing vendor relationships and maximizing productivity of external vendors and consultants
Demonstrated Skills and Competencies:
• Broad knowledge of fundraising databases, workflows, documentation, data integrity, quality control, financial controls and audits, PII security and privacy compliance, and legal regulations related to non-profit fundraising
• Strong background in managing high performing teams, coaching and developing them professionally and creating a collaborative environment
• Demonstrated experience with Salesforce or equivalent modern CRM
• Advanced technical skills including proficiency with Excel and MS Office tools; SQL database experience a plus
• Ability to translate broad strategic vision into specific actionable short- and long-term objectives, including the ability to respond quickly to new opportunities and changes in priorities.
• Strong analytical and problem-solving skills, with an ability to devise creative solutions to complex problems and issues
• Organized, highly detail-oriented, and able to work in a fast paced environment.
• Demonstrated ability to maintain positive, collaborative, productive relationships with diverse key stakeholders
• Excellent written and oral communication and presentation skills.
• Sound judgment in maintaining confidentiality of donor and key internal business information.
• Passion for and commitment to the IRC’s mission.
Standard office work environment.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.