Director of Gift and Endowment Administration

Western Washington University•Bellingham, WA

9d•$100,013 - $115,014

About The Position

The Director of Gift and Endowment Administration is responsible for the comprehensive administration of charitable gifts and endowments in support of Western Washington University. Reporting to the Assistant Vice President for Advancement Services, the Director serves as the institutional subject matter expert on donor intent, gift compliance, and gift and endowment administration. The Director ensures that gifts and endowments are administered in accordance with donor agreements, institutional policies, and applicable state laws and regulations. The role partners with Finance to align donor intent with financial management while retaining primary responsibility for gift compliance, agreement management, and advancement data integrity; works with Donor Relations on donor stewardship; and partners with fundraisers and campus administration to ensure donor intent complies with state law and can be fulfilled by the University. The Director provides leadership in operational excellence, institutional risk mitigation, and support for a donor-centered culture aligned with the University's mission. The position leads gift administration operations and staff; oversees gift processing, receipting, documentation, CRM data integrity, acknowledgements, compliance procedures, and related transactions; and partners with Finance on reconciliation. It also leads donor agreement and endowment management, including agreement development, review, approval, interpretation, documentation, and implementation. The Director coordinates with development officers, University leadership, academic units, Finance, donors, Donor Relations, legal counsel, and other campus partners to ensure gifts and restricted funds are properly understood and administered. The Director leads gift compliance and policy development, assesses and mitigates risks involving donor restrictions and fund use, reviews requests for new funds, and provides training and guidance to Advancement and campus stakeholders. As a strategic advisor to the Foundation CEO and University Advancement leadership, the Director provides expertise on complex gifts, regulatory and policy developments, endowment strategy, and agreements supporting advancement operations; identifies process improvements; monitors best practices; and contributes to division-wide initiatives and other assigned duties.

Requirements

Bachelor's degree in Business, Finance, Accounting, or a related field, or an equivalent combination of education and experience.
At least five years of progressively responsible experience in gift administration, endowment management, advancement services, or a related field.
Strong analytical, organizational, and problem-solving skills, with exceptional attention to detail.
Excellent written and verbal communication skills, including the ability to translate complex concepts for diverse audiences.
Demonstrated commitment to customer service and collaborative partnership across functions.
Experience supervising staff and leading operational functions.
Commitment to advancing diversity, equity, and inclusion and supporting the University's mission, vision, and values.
Must comply with University immunization policies, including providing proof of Rubeola measles immunity within 60 days of hire; medical or religious exemptions and applicable accommodations may be available.
Must provide employment eligibility verification before beginning work at WWU.
New hires are subject to a thorough background check, including a sexual misconduct background check.

Nice To Haves

Experience in higher education or a complex nonprofit fundraising environment.
Knowledge of donor intent compliance, IRS regulations, CASE standards, and nonprofit gift administration best practices.
Experience with a CRM system such as Ellucian Advance, Blackbaud Raiser’s Edge, or Salesforce.
Working knowledge of accounting principles and financial reporting concepts.
Experience developing and negotiating donor agreements.
Experience reviewing, interpreting, drafting, or administering donor, legal, financial, or business agreements, including familiarity with charitable-giving compliance considerations.
Advanced degree, paralegal certification, Juris Doctor (JD), or equivalent education and experience in a related field.
Demonstrated ability to lead cross-functional initiatives and influence stakeholders.

Responsibilities

Lead and oversee gift administration operations to ensure charitable contributions and commitments are processed accurately, promptly, and in compliance with applicable requirements.
Direct the gift administration team responsible for gift processing, receipting, document management, and CRM data integrity; supervise professional staff and support a high-performing, service-oriented team.
Ensure donor intent is accurately recorded, interpreted, and reflected across systems and processes.
Develop, implement, document, and continually improve policies, procedures, and workflows for gift administration and compliance.
Oversee timely and accurate donor acknowledgements, receipts, and related communications.
Oversee gift-related transactions, including matching gifts, pledge tracking, fundraising-related payment mechanisms, and processes supporting fundraising campaigns and initiatives.
Partner with Finance on reconciliation so Advancement records align with financial systems.
Serve, in consultation with the Foundation CEO, as the Foundation's authority on donor agreements, endowment administration, and interpretation of donor intent.
Develop and implement procedures for creating, reviewing, approving, and maintaining donor agreements, including endowments, pledges, current-use gifts, and planned gifts.
Review and authorize donor agreements before execution for alignment with institutional standards, donor intent, legal and regulatory requirements, and compliance obligations.
Manage systems and tools for agreement generation, tracking, and storage.
Partner with development officers, University leadership, academic units, Finance, and donors to create clear and accurate agreements aligned with institutional priorities and workable implementation of donor intent; seek legal counsel as appropriate.
Interpret existing donor and endowment agreements, including their purposes, restrictions, allowable uses, and implementation requirements, in partnership with Finance and campus stakeholders.
Collaborate with Finance and campus partners to implement and monitor endowment spending policies, fund utilization, and compliance with donor restrictions and institutional policies.
Ensure fully executed agreements are documented, retained, and distributed appropriately.
Collaborate with Donor Relations on endowment reporting and donor stewardship communications.
Maintain proactive communication with internal stakeholders about donor-restricted and endowment funds.
Lead development and implementation of policies related to gift compliance, donor intent, and endowment administration.
Serve as the primary Advancement resource for donor-related compliance and coordinate with Finance, Donor Relations, University legal counsel, Enrollment Management, and academic partners as appropriate.
Identify, assess, and mitigate risks related to donor restrictions, fund usage, and complex gift opportunities; provide guidance and analysis to Advancement leadership, the Foundation CEO, and institutional decision-makers.
Review and authorize requests for new endowment, scholarship, unrestricted, and restricted funds for alignment with donor intent and institutional standards.
Partner with Finance on fund setup, distributions, and financial processes to ensure donor intent is implemented accurately.
Work with Finance and campus partners, including Financial Aid, colleges, and academic departments, to promote shared understanding of donor intent, endowment purpose, eligibility criteria, and fund restrictions.
Develop and deliver training, guidance, and communications on gift policies, endowment administration, and compliance requirements.
Establish and maintain cross-functional relationships for coordinated and compliant gift lifecycle management.
Advise the Foundation CEO and University Advancement leadership on complex gifts, compliance risks, and endowment strategy.
Provide guidance on emerging legal, regulatory, and policy issues affecting donor agreements, fund administration, scholarship criteria, donor intent, and institutional compliance.
Consult with University Advancement leadership on vendor, service, and business agreements supporting fundraising and advancement operations; identify relevant considerations and coordinate with procurement and legal counsel as appropriate.
Identify and implement process improvements to increase efficiency, reduce risk, and improve the donor experience.
Monitor emerging trends, regulations, and best practices in gift and endowment administration and recommend enhancements.
Contribute to division-wide initiatives and special projects, and perform other duties as assigned.