Director of Gift and Endowment Administration

Internal•Bellingham, WA

About The Position

The Director of Gift and Endowment Administration leads the comprehensive administration of charitable gifts and endowments supporting 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 role ensures gifts and endowments are administered in accordance with donor agreements, institutional policies, and applicable state and federal laws and regulations. The Director oversees gift administration operations, including gift processing, receipting, agreement management, documentation, and Advancement data integrity. The position develops and improves policies, procedures, and workflows; supervises professional staff; and partners with Finance to align Advancement records with financial systems. In consultation with the CEO of the Foundation for WWU & Alumni, the Director serves as the Foundation’s authority on donor agreements, endowment administration, and interpretation of donor intent. The role works closely with Finance, Donor Relations, frontline fundraisers, University leadership, academic units, donors, legal counsel, and other campus partners. It supports clear and compliant donor agreements, endowment implementation and monitoring, donor stewardship, risk mitigation, and a donor-centered culture. The Director also advises University Advancement leadership on complex gifts, compliance risks, endowment strategy, and relevant legal, regulatory, and policy developments, while identifying opportunities to improve processes and the donor experience.

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 explain complex concepts to diverse audiences.
Demonstrated commitment to customer service and collaborative cross-functional partnerships.
Experience supervising staff and leading operational functions.
Commitment to advancing diversity, equity, and inclusion and supporting the University’s mission, vision, and values.
Comply with the University’s immunization policies, including providing proof of Rubeola measles immunity within 60 days of hire.
Provide employment eligibility verification before beginning work and complete the required 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, including accurate and compliant processing, receipting, document management, and CRM data integrity.
Ensure donor intent is accurately recorded, interpreted, and reflected across systems and processes.
Develop and continuously improve gift administration policies, procedures, workflows, and documentation to support efficient operations and compliance.
Ensure timely and accurate donor acknowledgements, receipts, and related communications.
Oversee gift-related transactions such as matching gifts, pledge tracking, fundraising payment mechanisms, and processes supporting campaigns and fundraising initiatives.
Partner with Finance on reconciliation and alignment between Advancement records and financial systems.
Supervise professional staff and foster a high-performing, service-oriented team culture.
Develop and implement processes for creating, reviewing, approving, maintaining, and retaining donor agreements, including endowments, pledges, current-use gifts, and planned gifts.
Review and authorize donor agreements for consistency with donor intent, institutional standards, and applicable legal and compliance requirements before execution.
Manage systems and tools for generating, tracking, and storing agreements.
Work with development officers, University leaders, academic units, Finance, and donors to create clear and implementable agreements; seek legal counsel when appropriate.
Interpret existing donor and endowment agreements and provide guidance on purpose, restrictions, allowable uses, and implementation requirements.
Collaborate with Finance and campus partners on endowment spending policies, fund use, and compliance with donor restrictions and institutional policies.
Coordinate with Donor Relations on endowment reporting and donor stewardship communications.
Lead development and implementation of policies related to gift compliance, donor intent, and endowment administration.
Coordinate donor-related compliance matters 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; advise institutional decision-makers on gift acceptance review and approval.
Review and authorize requests for new endowment, scholarship, unrestricted, and restricted funds.
Partner with Finance and campus stakeholders to establish funds, distributions, financial processes, and shared understanding of donor intent, endowment purpose, eligibility criteria, and restrictions.
Develop and deliver training, guidance, and communications on gift policies, endowment administration, and compliance requirements.
Build cross-functional relationships that support 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 on vendor, service, and business agreements supporting fundraising and advancement operations, coordinating with procurement and legal counsel as appropriate.
Identify and implement process improvements that enhance efficiency, reduce risk, and improve the donor experience.
Monitor trends, regulations, and best practices in gift and endowment administration and recommend enhancements.
Contribute to division-wide initiatives and special projects; perform other duties as assigned.