Job Openings at AUP
For all questions regarding employment opportunities at The American University of Paris, please jobapplicants
aup.edu (contact the office of human resources). Please note that except where otherwise stated, French working papers or EU nationality are required in order for applications to be considered.
Administrative positions
DEPARTMENT: Office of University Outreach and Advancement
SUPERVISOR: Director of University Outreach and Advancement
RESPONSIBILITIES:
Role Summary:
Serve as point person for the Outreach and Advancement Office’s data and income processes, using the Raisers Edge (The Outreach and Advancement Office’s CRM system) and coordinating anticipated CRM transition to Slate during the 21-22 academic year. Responsible for maintenance and oversight of constituent data including data administration and Gift Administration Processes. In addition, will work with colleagues in the Communications Department to monitor data-based outreach strategies. The role entails a significant degree of autonomous working and proactive problem-solving ability, as well as coordinating the work of other team members to ensure consistent data entry and quality.
Data Administration (70% of role)
- Responsible for overseeing and carrying out regular data administration tasks
- Monitor, implement and update business processes to improve the Department’s use of data. This will include ensuring the quality and accuracy of data and supporting the deployment and maintenance of the AUP Global platform
- Fulfil basic requests for data and reporting, escalating more complex requests as appropriate
- Manage data tasks across multiple platforms deployed by the University
- Ensure the seamless transition of constituent records over the lifetime of students, alumni and parents (includes integrating multiple data systems for regular updates)
- Manage data related to constituent engagement, e.g. event tracking and reporting.
- Create and maintain data quality reporting and monitor regularly, addressing any issues identified
- Update contact information, profile data and donor records to maintain the accuracy of information within The Raiser’s Edge. Work with colleagues to ensure data consistency.
- Identify new opportunities to engage alumni through our CRM and monitor relationships through the CRM system
- Create and maintain documentation of data entry and quality procedures for the department.
- Collaborate with the Institutional Research Office on various data projects, and ensuring that all actions are AUP data policy and GDPR compliant
- Coordinate and assist with CRM transition from Raisers Edge to Slate, anticipated during the 21-22 academic year
Gift Administration (20%)
Responsible for oversight of gift acknowledgment and receipting for all donations
- Ensure that all gifts are recorded and acknowledged in a timely manner.
- Maintain appropriate and accurate record of batches, paper files, and other records related to financial contributions.
- Perform gift entry/recording in the department CRM system for unrestricted (including Trustee gifts), programmatic, capital, campaign gifts and small grants.
- Preparation of Gift and Pledge Agreements as necessary, for Fundraisers to send out to their constituents
- Liaise with the Finance Department and AUP Foundation to ensure accuracy of gift/donation records and deposits.
- Track and file recurring gift and multi-year pledge documentation
- Ensure adherence to established systems/controls established by auditor standards.
- Work with Vice President for Presidential Initiatives for the preparation of Annual Giving Report, Board presentations and other publications as needed.
- Monthly and Quarterly reconciliation of accounts with Finance
- Maintain ongoing list of all donations
Other Duties as Assigned (10%)
As a member of a small team, the Data Administrator will regularly be called upon to assist with other departmental tasks and programs. For example, when the University hosts on- or off-campus gatherings for alumni, parents and friends, all members of the Outreach and Advancement team are deployed.
SKILLS
- Licence/Bachelor’s preferred but not essential, minimum Bac + 2 or technical diploma.
- Demonstrated successful experience working with The Raiser’s Edge or similar CRM system. Experience in data systems transitions a plus.
- Familiarity (data types, queries/views, joins) with relational database management systems (MS Access, SQL Server, PostgreSQL, MySQL, etc.) highly desirable.
- Excellent oral and written communications skills
- Good organizational skills
- Detail-oriented and meticulous
- Native or near-native English, fluency in French a plus
- Advanced understanding of the Microsoft Office suite of applications. Particularly Word (mail merges, working with templates, labels) and Excel (use of functions, lookups, PivotTables).
- Knowledge of and interest in fundraising and alumni relations in a non-profit setting helpful
- Professionally mature, motivated to learn, cheerful and flexible in response to shifting priorities;
- Ability to work under pressure, understand and follow policies and procedures;
- Proven ability to work independently as well as collaboratively on a team;
- Hospitable and discreet, position requires client friendly attitude and the ability to handle sensitive/confidential information with discretion;
Candidates should contact the undersigned at msaveanaup.edu
Department: Student Accounting Services
Supervisor: Associate Dean for Academic Administration
Mission
Responsible for the management of Student Accounting Services, ensuring the integrity of student billing information, which includes the billing of students, cash collection and processing all payments to the university. Tasks are described below.
Duties
- Tuition and fees: applies tuition increases, enters tuition and fees in the Student Information System, publishes them on the website and circulates them to all relevant departments. Assessment and reporting activities as needed as part of this process.
- Communicates SAS policies: manage the SAS pages on the website and in the Academic Catalog and Handbook.
- Liaises with university departments that are involved with student billing issues: these include Admissions, Financial Aid, the Finance Department, the Health Department, the Housing Office, Cultural Programs as well as other departments with regard to Student Accounting Services issues.
- Registration: coordinates with the Registrar in order to keep the Registrar’s/SAS mission within the greater mission of Academic Affairs and AUP in general.
- Authorization and census: works with all departments in order to authorize registration making it official by the third week of classes and in time for the census date. Works with the Institutional Research Department and the Registrar to determine census dates for each semester.
- Ensure all billing communications to students and Financially Responsible Persons: oversee mass mailings and email merges.
- Works to optimize collections and keep outstanding debts to a minimum. Associated assessment and communication. Regular communication expected to the Executive Vice President for Finance and Administration
- Cash collection analysis (V3): prepares the report regularly to determine which payments are outstanding.
- Provides back-up support to the SAS Coordinator, assisting with processing of payments and data entry during peak periods as needed.
- VA Certifying Official: certifies VA students with the VA and monitors payments.
- Works with the Office of Financial Aid to ensure coordination of the billing process (a special focus required for students on federal loans and with financial aid) to ensure proper and timely invoicing of all students.
- Collaborates with the Director of Financial Aid in order to understand the mechanics of student financial aid administration and, in time, act as an institutional resource in this area. Liaises between financial aid, SAS and finance to help facilitate sharing of information and setting of exchange rates as we prepare to process loans.
- Liaises with the Director of Admissions to maintain all partner institution study abroad agreements and track incoming/outgoing study abroad students from these partner institutions. Invoices the institutions and monitors payments.
- Responds to queries from students and Financially Responsible Persons: provides assistance and advice where necessary and appropriate.
- Business Process Review (BPRs): prepares and updates SAS policies as needed.
- Supervisory responsibilities: supervises SAS staff, trains new employees, coordinates work amongst staff.
- Represents SAS at meetings including orientation and senior staff.
- Is available to mentor student leaders and club leaders regarding financial and accounting issues they are required to manage
- Other appropriate duties as assigned by supervisor.
Qualifications
- Extensive knowledge and understanding of the American system of higher education
- Bachelor’s degree or equivalent
- Experience and expertise with accounting and cash management
- Experience and skills in supervising staff
- Excellent verbal and written communication skills
- Highly organized
- Highly competent with computers (Microsoft Office, internet, databases)
- Ability to work under pressure
- Ability to deal effectively with people and within a team
- Bilingual English/French
Candidates should apply to msaveanaup.edu.