Job Title: Accounting Supervisor I
Job Code: 1003
Job Level: 10
Revised: February 2023
Job Family: 28
This position supervises the daily accounting activities of the web gift team to manage prompt and accurate processing of electronic gifts and pledges in DADD (Duke Alumni & Development Database) in support of University development operations. Responsibilities of the team include processing and recording electronic gifts and pledge payments made by donors, managing an increasing volume of electronic gifts utilizing automation to the greatest possible extent, and working with and providing customer service assistance to donors and development staff regarding electronic gift and pledge inquiries.
The successful candidate for this position will be able to:
- meet all deadlines associated with processing electronic gifts and grants to ensure accurate reporting of development fundraising activities
- consistently deliver a high level of prompt, accurate, and professional customer service to donors, alumni, development officers, departments and colleagues
- consistently demonstrate excellent written and oral communication skills
- exercise judgment and appropriate care in dealing with confidential information
- demonstrate self-motivation, a strong work ethic, and a solutions-oriented approach in all work
- be a fully engaged member of the team always working to meet goals - assume personal responsibility for individual and shared tasks and maintain a positive flow of communication with colleagues
- take ownership of error resolution including resolving routine donor inquiries and referring more complex issues to the appropriate supervisor
Supervise and coordinate web gift team activities including, but not limited to, processing incoming electronic gifts and pledge payments made by credit card, updating donor pledge commitments in DADD, and managing recurring credit card gifts in Cybersource (the University’s payment gateway).
Manage processing of Duke employee payroll deduction gifts.
Review and record grant payments received by Sponsored Programs and Accounts Receivable.
Supervise handling and processing of credit card gifts processed by external vendors (Convio, Ruffalo Cody). Coordinate with others to verify accuracy and/or update donor records for these gifts.
Utilize spreadsheet loading tool to upload batches of gifts to DADD.
Work with team members to coordinate, prioritize and carry out a variety of activities to meet established goals and assigned deadlines on an accurate and consistent basis.
Support continuous process improvement by seeking to reengineer, where possible, manual work related to electronic gift processing allowing you to redirect staff effort to more analytical and value-added activities.
Communicate web gift team activities and issues with management on an as needed basis.
Monitor web transactions flagged for review by Cybersource to guard against fraudulent activity.
Review, audit and verify accuracy of supporting documentation maintained for electronic gift and pledge transactions.
Ensure that donors, alumni, development officers and colleagues receive prompt, accurate and professional customer service in each interaction with Alumni & Development Records.
Review daily team activity in DADD to ensure accuracy in processing of electronic gift transactions and related development reporting and financial reporting to the general ledger.
Provide guidance and training to new team members and assist with cross-training other team members.
Promote teamwork and a positive working environment in order to achieve team goals.
Possess and maintain thorough knowledge of procedures required for daily operation of the web gift team. Develop, document and maintain procedures for team activities.
Complete other duties and projects as assigned.
Required Qualifications at this Level
Work requires knowledge generally acquired through a bachelor's degree in finance, accounting, or a directly related field or an equivalent combination of relevant education and/or experience.
Work generally requires at least one year of experience working in a finance, accounting, billing/collection, banking, or higher education environment or an equivalent combination of relevant education and/or experience.
- Proficiency with Microsoft Excel
- Experience with web-based electronic financial transactions is a plus
- Experience working with SAP or similar ERP process management software is a plus
- Superior analytical and organizational skills and the ability to assimilate and conceptualize information
- Excellent time management skills and the ability to work in a deadline-driven environment
- High level of attention to detail
- Ability to work independently and in a team-oriented environment
- Clear, tactful, and diplomatic communication manner with colleagues, donors, and alumni
- Excellent judgment and discretion – especially in identifying and maintaining confidential information
- Excellent customer service skills
Send resume and cover letter to email@example.com
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Work requires knowledge of general accounting principles usually acquired through two years post-secondary education in accounting or a related business field.
Work generally requires three years of experience in an accounting OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE setting to become knowledgeable of the accepted accounting practices involved in maintaining more complex financial records, reconciling accounting information and preparing financial statements.
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