Charitable Agreement Specialist

ASU Foundation for a New American University • Tempe, AZ

2d • Hybrid

About The Position

The Charitable Agreements Specialist reports to the Assistant Director, Charitable Agreements at Arizona State University Foundation for A New American University (ASUF). The position serves as a subject matter resource for reviewing, administering, and processing gift and grant agreements. It collaborates with development officers, university partners, and Foundation stakeholders to facilitate philanthropic commitments while ensuring compliance with Foundation and University policies and procedures.

The role reviews and processes gift and grant agreements and related documentation, advises stakeholders on agreement requirements and donor documentation, and helps resolve matters involving donor intent, account administration, compliance, and operational feasibility. It coordinates with internal teams, including ASU Knowledge Enterprise, Research Advancement, the Foundation Office of General Counsel, and ASU’s Proposal and Negotiation Team, particularly when agreements contain non-standard terms. The position also maintains agreement records and databases, conducts donor and fund research, supports account and fund administration, and responds to complex agreement and account inquiries.

The position requires strong drafting and editing, analytical, organizational, and communication skills; the ability to handle multiple priorities and sensitive information; and experience managing complex documentation accurately. A bachelor’s degree in a related field and two years of administrative or similar experience are listed as relevant qualifications, or an equivalent combination of experience commensurate with the responsibilities. The position offers a hybrid schedule, with two work-from-home days per week.

Requirements

• Excellent drafting, proofreading, and editing skills, with exceptional attention to detail.
• Strong analytical, critical-thinking, and problem-solving abilities.
• Ability to work independently and as part of a team while exercising sound judgment and discretion.
• Ability to interpret and apply policies, procedures, agreement requirements, and donor documentation.
• Ability to communicate effectively and professionally with stakeholders at all organizational levels.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Knowledge of SharePoint and OneDrive and experience using document-sharing links.
• Experience using document-management, e-signature, and database-management systems.
• Ability to take initiative, set priorities, solve problems, and remain flexible.
• Ability to manage complex situations involving numerous and sometimes competing constituencies.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy.
• Ability to maintain confidentiality and handle sensitive donor and institutional information.
• Strong organizational, project-management, and time-management skills.
• Ability to represent the Foundation and University professionally and support institutional goals and donor stewardship.
• Bachelor’s degree in Business, Nonprofit Management, Legal Studies, or a related field.
• Two years of experience in an administrative or similar capacity.
• Demonstrated experience reviewing, drafting, processing, and managing complex documentation requiring a high degree of accuracy and attention to detail.
• An equivalent combination of experience commensurate with the responsibilities may be considered.

Nice To Haves

• Certification as a Paralegal Professional, such as CP, APC, PP, ALP, PLS/CLP, or LDA.
• Experience writing, reviewing, or working with grant agreements in the nonprofit or government sector.
• Experience in database management using QuickBase, Salesforce, or Workday.

Responsibilities

• Review, analyze, and process gift and grant agreements, letters of intent, amendments, and related documentation supporting philanthropic commitments to ASUF for the benefit of ASU.
• Assist development officers with creating, reviewing, and revising agreements and related documentation, including drafting, proofreading, tracking, scanning, preparing documents for signature, and distributing finalized materials.
• Serve as a subject matter resource to development officers and internal stakeholders on agreement requirements, donor documentation, gift administration practices, and processing procedures.
• Review agreements for issues involving donor intent, account administration, compliance requirements, and operational feasibility.
• Monitor and manage shared correspondence with Corporate and Foundation Development, respond to inquiries, route requests, and support timely processing of gift- and grant-related documentation.
• Partner with representatives across the organization, including ASU Knowledge Enterprise, Research Advancement, and ASU Foundation development officers, to improve internal efficiencies and clarify gift criteria and fiscal management.
• Review proposal terms and conditions for non-standard provisions and coordinate with stakeholders to ensure compliance with University and Foundation requirements.
• Work with the ASU Foundation Office of General Counsel for guidance on agreements containing non-standard terms.
• Escalate agreement-review matters to ASU’s Proposal and Negotiation Team to assess non-standard terms and alignment with ASU requirements.
• Ensure processes and agreements align with University and Foundation policies and practices.
• Maintain gift and grant agreement records and databases, including data entry, distribution, reporting, and electronic files.
• Research and analyze donor, fund, and account records to resolve donor-intent questions, account-history inquiries, and endowment-related matters.
• Prepare and ensure proper execution of administrative documents, gift acceptance records, account establishment materials, agreement summaries, cover sheets, amendments, and related records.
• Respond to complex account and agreement inquiries concerning donor intent, gift restrictions, account status, fund usage, and historical documentation.
• Establish and maintain effective working relationships and work effectively within a structured team.
• Assist with new account requests, opportunity creation, and fund administration processes, as appropriate.
• Perform other duties as assigned.

Benefits

• Hybrid work schedule with two work-from-home days per week.
• Comprehensive benefits package, including medical, dental, and vision insurance.
• 401(k) plan with matching employer contribution.
• 22 days of vacation time.
• 11 holidays, including the employee’s birthday.
• Parental leave.
• Significant tuition reductions.
• Professional development opportunities and encouragement to explore new areas of interest across the organization.
• $30 bi-weekly cell phone reimbursement.

What This Job Offers

• Job Type: Full-time