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Org Chart/Duties: Gift Processing and Records Management

  • 1.  Org Chart/Duties: Gift Processing and Records Management

    Posted 08-22-2022 12:03 PM
    Hello!

    We are reviewing our organizational structure and I'm wondering if anyone would mind sharing their Gift Processing and Records Management organization chart as well as division of duties between positions for gift processing. 

    Thank you in advance!

    Gretchen

    ------------------------------
    Gretchen Armentrout
    Director Advancement Gift & Records
    James Madison University
    housergh@jmu.edu
    ------------------------------


  • 2.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-24-2022 08:57 AM
      |   view attached
    Hi Gretchen

    I have attached our org chart. I am the manager of our Alumni & Donor Services team who are responsible for all gift & bio processing. We are part of the Operations team which is under the VP of Advancement Services. I have only attached the operations chart and my team. I have six Alumni & Donor Services Assistants and one Matching Gift specialist who processes all 3rd party and our US Foundation (we are based in Canada). If you want to chat further about any of the roles let me know.

    Tracy

    ------------------------------
    Tracy Glidden
    Manager, Alumni & Donor Services
    University of Waterloo
    tracy.glidden@uwaterloo.ca
    ------------------------------

    Attachment(s)

    docx
    Org Chart.docx   118 KB 1 version
    Original Message


  • 3.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-25-2022 09:10 AM

    Hi Tracy, 

    Follow up question for you: 

    Does this mean there are seven people who are all responsible for gift processing (I assume this includes receipts and acknowledgements as well) and for maintaining constituent records. 

    • How many constituents do you have? 
    • How many gifts do you process a year? 
    • How much is the average revenue? 

      I am asking because for the longest time there was only one gift processer here and there is no one really dedicated to maintaining records other than a data team... which is more like business and tech. 

    VERY CURIOUS! 



    ------------------------------
    Cameron Alzubi
    Director, Gift Administration
    Illinois Institute of Technology
    calzubi@iit.edu
    giftadmin@iit.edu
    ------------------------------

    Original Message


  • 4.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-25-2022 03:05 PM
    Hi Cameron
    Yes seven, we also do all tax receipting and acknowledgement letters, as well as all biographical updates and clean up (import of new students, graduates, parents, return mail, employment updates from six faculties) We used to have two separate teams, one for gift processing (3.5 people) and one for records updates (5-6 people), we merged them into one team to do all work.

    Currently we have almost 600 000 constituents in RE and process just under 30 000 gifts a year and raise around 33 million a year (that includes research, chairs, etc)
    Let me know if you have any other questions.
    Tracy

    ------------------------------
    Tracy Glidden
    Manager, Alumni & Donor Services
    University of Waterloo
    tracy.glidden@uwaterloo.ca
    ------------------------------

    Original Message


  • 5.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-26-2022 05:04 PM
    Hey Gretchen -
    Our org structure is somewhat different as we (University of Colorado Foundation) are separate from the university (University of Colorado). Fundraising has been moved to campus several years ago and we then decided to move our records team (5 people) to the university to ensure they can work closer with research and reporting.
    Our gift management team (5 FTEs) is now part of Gift Services, which also includes Gift Compliance (2 FTEs), Gift & Grant Administration (1 FTE) and Gift Data (1 FTE) - plus myself over it all.
    If this is helpful, I am happy to share org charts, titles and JDs.

    Have a great weekend,
    Saskia

    ------------------------------
    Saskia Sawyer
    Assistant Vice President, Gift Services
    University of Colorado Foundation
    saskia.sawyer@cufund.org
    ------------------------------

    Original Message


  • 6.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-29-2022 09:57 AM
    Hi Saskia,

    Thank you for your response! That background information is helpful - it's always interesting to see how other institutions organize their teams. We also have a separate Foundation, but our Gifts & Records team sits on the University side. If you don't mind sharing your org structure, I still find value in seeing how your Gift Management team is structured. 

    Thank you again!
    Gretchen

    ------------------------------
    Gretchen Armentrout
    Director Advancement Gift & Records
    James Madison University
    housergh@jmu.edu
    ------------------------------

    Original Message


  • 7.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-29-2022 09:59 AM
    Thank you for the tremendous additional questions Cameron! And Tracy - thank you for sharing your org chart and answering Cameron's other questions. It's beneficial to understand how different shops structure their organizations.

    ------------------------------
    Gretchen Armentrout
    Director Advancement Gift & Records
    James Madison University
    housergh@jmu.edu
    ------------------------------

    Original Message


  • 8.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-30-2022 10:05 AM
    Edited by Tony Exler 08-30-2022 10:05 AM
    Hello all,

    Thanks for the great thread! I just transitioned from Belmont University to Lipscomb University in Nashville, TN about 6 weeks ago. Both are private universities. 

    Thank you Tracy and Saskia for sharing your staff structure. I would love to see any other org charts or know the details of your staff structures. We are a smaller shop, but have a Director of Adv. Services and 3 FTE's who do gift processing and record updates. One of those roles is being redeployed as a Data Coordinator. They will focus on imports, global updates, exports, and more of the automated processes.

    Kind regards,

    Tony Exler


    ------------------------------
    Tony Exler
    Assistant VP of Advancement Services
    Lipscomb University
    tony.exler@lipscomb.edu
    ------------------------------

    Original Message


  • 9.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 09-01-2022 09:59 AM

    Hi Saskia,

     

    I would be interested in seeing the org charts, titles and job descriptions for the Gift Services unit.  We are also reviewing and reorganizing our structure, and your examples will be very helpful.

     

    Thank you,

    Shawnna

     

    Shawnna Murphy 
    Senior Director, Gift Administration

     

    Iowa State University Foundation 

    2505 University Boulevard  |  P.O. Box 2230 

    Ames, Iowa 50010-2230 

    DIRECT 515.294.6557 

    TOLL FREE 866.419.6768 

    MOBILE 515.520.9209 

    FAX 515.294.4648 

     

    slmurphy@foundation.iastate.edu

    www.foundation.iastate.edu  

     

     

     




    Original Message


  • 10.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 09-02-2022 12:24 PM

    Happy to share and happy to get on a call to discuss further.

    I am attaching the org chart and the short summary of each of our essential task on the gift compliance side.

     

    Have a great long weekend everyone.

    Saskia

     

    Saskia Sawyer

    Working remote Mondays & Fridays

    t 303.813.7934 | c 303-507.8251

    Saskia.sawyer@cufund.org

        

    *** The CU Foundation values and respects flexible work arrangements, so please do not feel obligated to respond to this email outside of your normal working hours ***

     

    I acknowledge that the land I live and work on is the Traditional Territory of the Arapaho, Cheyenne, Sioux, and Ute. Colorado's Front Range is a contemporary and traditional site of trade and gathering for many Indigenous peoples. 

     




    Original Message


  • 11.  RE: Org Chart/Duties: Gift Processing and Records Management

    Posted 08-31-2022 09:14 AM
      |   view attached
    Gretchen,

    I've attached a simplified version of our org chart showing where the gift and records processing function falls. We only have two processors and they both handle all data entry duties so that there is cross training. They enter gifts in the Advancement database (CRM Advance). The contributions are actually received by the Finance team, so there is separation of duties. The Advancement Services team (myself and two others) falls under the Senior Information Officer.

    I hope that's helpful to you.

    Lianna

    ------------------------------
    Lianna Bodzin
    Assistant Director of Advancement Services
    Colorado School of Mines
    lbodzin@mines.edu
    ------------------------------

    Attachment(s)

    pdf
    CSMF Org Chart 2021.12.31.pdf   434 KB 1 version
    Original Message


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