Associate Director of Gift Administration

Job Description Summary

Reporting to the AVP of Gift Administration & Stewardship, the Associate Director of Gift Administration manages all aspects of gift funds from acceptance to closure, ensuring alignment with donor intent, legal standards, institutional policies, and compliance mandates. The Associate Director serves as the primary campus expert for gift documentation, gift account oversight, restricted fund management, and scholarship tracking. This role partners closely with Finance, Legal, Advancement Services, and academic units to enable compliant, efficient fund administration and optimize donor and campus partner experience.

Responsibilities

Gift Documentation & Fund Compliance

• Manage gift documentation, ensuring legal and policy sufficiency and clear documentation of donor intent.
• Review incoming gift documentation and collaborate with internal and external partners to resolve any gift questions or issues.
• Maintain a comprehensive donor documentation database.
• Draft initial versions of gift agreements and correspond with Legal Affairs, as needed.
• Work with Systems teams to ensure gifts are accurately recorded and receipted.

Gift Account Management & Fund Compliance

• Communicate with campus partners to ensure spending and usage of restricted gift funds comply with donor intent and university policy.
• Advise campus units on the appropriate use of restricted gifts and the interpretation of gift documentation.
• Coordinate with Investments and Financial Services for fund/account establishment, changes, and closures.
• Serve as primary point-of-contact for fund managers and development officers on account questions/issues.
• Review gift reports to confirm proper fund designation.
• Conduct internal control checks to ensure accurate administration of gift funds.

Scholarship and Award Administration

• Oversee and continuously improve scholarship fund set-up, tracking, and disbursement workflows.
• Ensure compliance in scholarship selection and award processes.
• Partner with Financial Aid, Investments, and other campus colleagues to ensure awarding in compliance with gift terms.
• Collaborate with the Stewardship team on donor stewardship efforts, including endowment and annual scholarship reporting.

Audit, Policy, and Compliance Reporting

• Facilitate and respond to internal/external audits of restricted funds and gift administration practices.
• Track, analyze, and report gift compliance metrics; recommend policy and procedure enhancements.
• Assist AVP with policy revisions.

Supervision & Training

• Supervise specialist(s)/coordinator(s)/manager(s).
• Develop and deliver training and guidance to campus departments on gift use policy, fund management, and compliance.
• Serve as a primary resource for staff and fund users regarding restricted funds and policies.
• Oversee department budget

Required Qualifications

• 5 years of relevant experience in gift administration and fund management in the higher ed or nonprofit sectors.
• Bachelor’s degree or equivalent combination of education and experience required; master’s degree or professional certification preferred (e.g., CPA, JD).
• Demonstrated experience with gift agreements, scholarship, and endowed fund management, and compliance.
• Strong verbal and written communication skills.
• Strong organizational, writing, research, analytical, and problem-solving skills.
• Ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload, and carry out duties in a timely manner to meet deadlines.
• Ability to use tact and diplomacy while maintaining a high level of confidentiality.
• Strong computer skills to use word processing, Excel spreadsheets, web-based applications, and enterprise software, including the University’s CRM.
• Ability to establish and maintain cooperative working relationships as a team member within University Advancement as well as campus-wide and within all levels of the community to support university programs and goals.

Desired Qualifications

• Prior supervision/coaching experience.
• Knowledge of university policies and procedures.