Director of Gifts and Records Administration

California State University•San Jose, CA

2d•$5,053 - $16,221

About The Position

The Director of Gifts and Records Administration is a strategic leader who ensures the integrity, accountability, and effectiveness of the University's philanthropic operations. Reporting to the Executive Director of Advancement Operations, this position plays a vital role in advancing the University's mission by overseeing the full lifecycle of gift acceptance, processing, and records administration. Through exceptional leadership and sound judgment, the Director helps transform donor generosity into meaningful institutional impact. This role is ideal for a collaborative and forward-thinking leader who enjoys solving complex challenges, driving operational excellence, and building systems that empower fundraising success. The Director serves as the University's subject matter expert on gift administration, guiding the application of institutional policies and ensuring compliance with IRS regulations, CASE standards, and California State University system requirements. As a trusted advisor to Advancement leadership and campus partners, the Director interprets complex regulations, develops practical solutions, and fosters a culture of accountability, service, and continuous improvement. Leading the University's gift and records administration function, the Director is responsible for maintaining the accuracy, integrity, and strategic value of the donor database—the foundation for fundraising, financial reporting, donor stewardship, and executive decision-making. The position oversees gift valuation and processing protocols, strengthens data governance practices, and champions enhancements to systems, business processes, and reporting that improve efficiency and provide actionable insights. Beyond operational leadership, the Director can shape the future of Advancement Operations by identifying innovative approaches to gift administration, leveraging data to support strategic priorities, and building strong partnerships across the University. The successful candidate will join a mission-driven team dedicated to fostering philanthropy, honoring donor intent, and creating lasting impact for students, faculty, and the broader university community.

Requirements

Working knowledge of, or the ability to develop proficiency in, the appropriate and ethical use of emerging technologies, including artificial intelligence (AI), in higher education and administrative contexts
Ability to apply emerging technologies to support operational effectiveness, data-informed decision-making, and service delivery to students, faculty, and staff
Demonstrated ability to support continuous improvement and organizational learning through the responsible application of technology within assigned areas of responsibility
Ability to evaluate potential applications, promote responsible, ethical, and equitable use, and ensure alignment with institutional policies, regulatory requirements, and strategic priorities
Ability to communicate with constituents in a professional and respectful manner
Thorough knowledge of charitable giving policies and procedures, including IRS regulations, CASE Reporting Standards, CSU system policies, Financial Accounting Standards Board (FASB) principles, and the State Administrative Manual (SAM)
Demonstrated ability to lead, mentor, and develop high-performing teams, fostering a culture of accountability, professional growth, and continuous improvement
Comprehensive knowledge of relational database structures and workflows inside complex advancement CRMs (such as Salesforce, Blackbaud CRM/NXT, Affinaquest, or Ellucian)
Ability to translate strategic goals into operational processes; expert skill in evaluating business workflows, implementing CRM optimizations, and driving process innovation without requiring custom scripting
Knowledge of, or the ability to develop proficiency in, the appropriate and ethical use of emerging technologies, including artificial intelligence (AI), in higher education and administrative contexts
Ability to apply emerging technologies to support operational effectiveness, data-informed decision-making, and service delivery to students, faculty, and staff
Demonstrated ability to support continuous improvement and organizational learning through the responsible application of technology within assigned areas of responsibility
Ability to evaluate potential applications, promote responsible, ethical, and equitable use, and ensure alignment with institutional policies, regulatory requirements, and strategic priorities
Exceptional analytical and quantitative skills, with the ability to interpret complex data, manage financial reconciliations, and utilize statistical models to drive operational efficiency
Proven ability to manage large-scale, multi-phase projects with evolving priorities and tight deadlines, maintaining composure in a complex, dynamic environment
Expertise in advanced constituent database management (CRM), with a meticulous focus on data governance, security, confidentiality, and accuracy
Bachelor’s degree from an accredited institution
Five to seven years of progressively responsible leadership experience in advancement services, development operations, or higher education administration
Experience supervising professional staff and building high-performing, service-oriented teams
High-level proficiency with CRM systems administration, data governance, and gift administration in a complex, multi-unit organizational environment
Documented success in maintaining audit readiness, ensuring regulatory compliance, and interpreting gift acceptance policies

Nice To Haves

Advanced degree from an accredited institution
Experience within the California State University system or a large public higher education foundation environment.
Direct experience managing gift administration/processing during a comprehensive campaign
Experience leading successful process improvement initiatives or optimizing gift administration frame

Responsibilities

Lead, mentor, and develop a team of gift and records professionals, fostering a culture of accountability, professional growth, and continuous improvement
Establish clear performance expectations and provide ongoing coaching aligned with philanthropic goals and data quality standards
Serve as an operational liaison to the Advancement Analytics and Insights, Tower Foundation Finance, Advancement Research and Prospect Development, Advancement IT, SJSU Finance and Business Services, and SJSU Financial Aid and Scholarships Office teams to ensure high-quality data inputs that support philanthropic productivity and gifts and records reporting
Serve as the lead auditor for gift processing, ensuring adherence to the State Administrative Manual (SAM)
Oversee overarching audit integrity for cash receipting and confidential donor record maintenance, including providing documentation for the annual Tower Foundation audit
Oversee monthly gift and financial reconciliation processes in partnership with the Senior Gifts and Records Analyst/Administrator, ensuring data integrity between the CRM, the Foundation’s financial systems, and University accounts
Partner with Advancement IT and Advancement Analytics and Insights to optimize CRM workflows, integrations, and automation to reduce manual processing
Lead process improvement initiatives to support scalable operations and enhance data integrity across the division
Evaluate key performance indicators related to gift and record accuracy and processing timeliness to drive operational efficiency
Provide oversight in the timeliness and accuracy of gift receipts to donors, as well as reporting on gift receipting production in accordance with CASE, IRS, and University regulations
Lead efforts by continuously researching, reviewing, and interpreting charitable gift laws and IRS regulations applicable to both the University, CSU system, and the Tower Foundation
Manage and maintain records and donor contact for all gifts, working closely with the Tower Foundation team on account creation and pledge management