Director of Gifts and Records Administration

George Mason University•Fairfax, VA

5d•Hybrid

About The Position

The Director of Gifts and Records Administration leads the gift processing and records function, ensuring the accurate, timely, and compliant recording of all philanthropic contributions. This role sets strategy, oversees operations and staff, safeguards sensitive data, and serves as the primary institutional resource on gift administration.

Requirements

Master’s degree in related field or the equivalent combination of education and experience;
Significant experience (generally five or more years) in advancement services or gift and pledge processing;
Supervisory experience (typically three or more years);
Strong knowledge of all gift types, including but not limited to in-kind donations, bequests, pledges, credit cards, payroll deductions, cash, checks, wire transfers, and securities;
Working knowledge of IRS regulations;
Knowledge of CASE reporting standards;
Knowledge of financial processing;
Ability to manage complex workflows;
Skill in coordinating with stakeholders; and
Demonstrated written and oral communication skills.

Nice To Haves

Previous higher education or nonprofit administrative experience;
Experience with Give Campus;
Knowledge of the Ellucian Advance Alumni/Development System; and
Knowledge of Salesforce Advance Alumni/Development System.

Responsibilities

Oversight of Gifts Processing, Compliance, and Records Administration
Provides strategic leadership and oversight for all gift processing operations, including receipting, deposits, reconciliations, and records management;
Ensures accurate and timely processing of all gift transactions (including gifts, pledges, bequests, and in-kind donations);
Develops, implements, and maintains comprehensive policies, procedures, and internal controls for gift processing and data management;
Oversees gift processing workflows, volume tracking, and monthly close coordination, managing staffing in relation to volume Reviews mass solicitations, gift agreements, and complex gifts for proper coding, allocation, and compliance;
Ensures compliance with federal and state laws, IRS regulations, Foundation policies, and industry standards (CASE/CAE);
Maintains audit-ready documentation to support financial reporting and external audits;
Oversees donor and gift data integrity within the advancement CRM system, ensuring consistent data governance, standardized coding structures, and adherence to data management best practices;
Analyzes gift processing trends and performance metrics to inform leadership decisions;
Leads process improvement initiatives to increase efficiency, reduce errors, and mitigate risk;
Enhances the donor and internal stakeholder experience through operational improvements; and
Drives continuous risk mitigation and operational efficiency.
Coordination with Central Advancement, Schools/Colleges/Units
Serves as the primary liaison for gift administration across University Advancement and the broader University community;
Acts as the key point of contact for Strategic Advancement Systems related to gift processing technology;
Provides guidance on gift processing policies, procedures, and systems;
Partners with Donor Relations to support stewardship and donor communications;
Collaborates with Planned Giving to ensure accurate recording of bequests and deferred gifts;
Works with Advancement Systems to support data accuracy and issue resolution;
Coordinates with Development Officers on complex gift processing questions and exceptions; and
Supports resolution of donor and staff inquiries related to gift status, history, and processing
Supervision of Staff
Leads and manage the Gifts and Records team, including direct supervision of key managers;
Sets clear performance goals aligned with University priorities;
Assigns and monitors workflow to ensure timely and accurate completion of responsibilities;
Provides ongoing coaching, feedback, and professional development support;
Conducts performance evaluations and manage goal-setting processes;
Oversees hiring, onboarding, and training of new staff;
Makes decisions regarding promotions, recognition, and corrective actions;
Addresses and resolve staff concerns and operational issue;
Maintains personnel and timekeeping records;
Ensures adherence to University policies, procedures, and compliance requirements; and
Serves as a communication bridge between leadership and team members
Other duties as assigned within the scope of the role