Director of Gifts and Records

The Director of Gifts and Records leads the University’s gift processing and constituent records functions. The position supervises the Gifts and Records team and is responsible for the timely and accurate processing of gifts and pledges, maintenance of donor and constituent records, issuance of gift receipts, financial reconciliation, and compliance with applicable policies and standards.

The Director works closely with Foundation Finance, Advancement Technology, Development, and other University partners to resolve gift-processing questions, maintain accurate and audit-ready records, and improve departmental procedures. The position serves as a primary resource regarding gift-processing requirements and constituent records practices while referring legal, accounting, and policy matters to the appropriate University or Foundation authority.

The position is a member of the Advancement Operations team and currently reports to the Associate Vice President for Development.

Responsibilities

• Supervise, train, mentor, and evaluate Gifts and Records staff; establish work priorities and support consistent, service-oriented performance.
• Oversee the accurate and timely processing, recording, and acknowledgment of charitable gifts, pledges, payments, and other contributions in accordance with established policies and procedures.
• Oversee the creation, maintenance, and confidentiality of donor and constituent records, including biographical, contact, relationship, and gift information.
• Ensure gift receipts and acknowledgments are produced accurately and promptly and contain the information required by applicable policies and regulations.
• Coordinate regular gift and financial reconciliation activities with Foundation Finance and other appropriate offices, researching and resolving discrepancies in a timely manner.
• Maintain departmental documentation, internal controls, and records necessary to support financial reporting, compliance reviews, and annual audits.
• Apply University, UL System, and Foundation policies, CASE Global Reporting Standards, and applicable IRS requirements within the scope of gift processing and records administration.
• Review and resolve unusual or complex gift-processing and records questions, consulting Foundation leadership, Finance, legal counsel, Advancement Technology, or other appropriate authorities when needed.
• Coordinate with Foundation Finance and Development staff regarding fund establishment, gift designations, pledge administration, donor restrictions, and supporting documentation.
• Monitor gift-processing accuracy, receipting timeliness, work volume, and backlogs; address operational issues and communicate significant concerns to leadership.
• Develop, maintain, and communicate departmental procedures, reference materials, and staff training related to gift processing and records administration.
• Partner with Advancement Technology to identify, test, and implement system and workflow improvements that support accurate and efficient processing.
• Collaborate with Development, Advancement Technology, Foundation Finance, University Finance and Business, Financial Aid and Scholarships, and other University offices to support coordinated and accurate advancement operations.
• Perform other related duties as assigned. Knowledge Skills and Abilities
• Working knowledge of gift-processing and constituent records practices, including gift documentation, receipting, pledges, donor restrictions, and data confidentiality.
• Knowledge of applicable charitable giving requirements and professional standards, or the ability to develop and maintain that knowledge.
• Proficiency using an advancement CRM or comparable constituent database, with strong attention to data accuracy and appropriate access to confidential information.
• Ability to supervise and develop staff, organize work, establish priorities, and maintain effective service during periods of high activity.
• Ability to reconcile financial and gift records, identify discrepancies, and coordinate their resolution with appropriate partners.
• Ability to interpret and apply policies and procedures consistently and recognize when a matter requires additional review or specialized expertise.
• Ability to document processes, improve routine workflows, and support system changes in collaboration with technical staff.
• Strong analytical, organizational, problem-solving, and written and verbal communication skills.
• Ability to work collaboratively and communicate professionally with donors, colleagues, University personnel, and external partners.