Director of Gifts and Records

University of Louisiana, Lafayette•Lafayette, LA

About The Position

The Director of Gifts and Records leads the University’s gift processing and constituent records functions. The position supervises the Gifts and Records team and is responsible for timely and accurate gift and pledge processing, donor and constituent record maintenance, gift receipts, financial reconciliation, and compliance with applicable policies and standards. The Director works with Foundation Finance, Advancement Technology, Development, and other University partners to resolve processing questions, maintain accurate and audit-ready records, and improve departmental procedures. The position is a primary resource for gift-processing requirements and constituent records practices, referring legal, accounting, and policy matters to the appropriate University or Foundation authority. It is part of the Advancement Operations team and reports to the Associate Vice President for Development.

Requirements

Bachelor’s degree from an accredited institution or an equivalent combination of relevant education and experience.
Five years of progressively responsible experience in gift processing, constituent records, advancement services, nonprofit administration, financial operations, or a related field.
Experience supervising staff or coordinating the work of a team.
Experience using a CRM, donor database, financial system, or other business-critical information system.
Experience handling detailed financial or constituent information accurately, discreetly, and confidentially.
Working knowledge of gift-processing and constituent records practices, including gift documentation, receipting, pledges, donor restrictions, and data confidentiality.
Knowledge of applicable charitable giving requirements and professional standards, or the ability to develop and maintain that knowledge.
Proficiency using an advancement CRM or comparable constituent database, with strong attention to data accuracy and appropriate access to confidential information.
Ability to supervise and develop staff, organize work, establish priorities, and maintain effective service during periods of high activity.
Ability to reconcile financial and gift records, identify discrepancies, and coordinate their resolution with appropriate partners.
Ability to interpret and apply policies and procedures consistently and recognize when a matter requires additional review or specialized expertise.
Ability to document processes, improve routine workflows, and support system changes in collaboration with technical staff.
Strong analytical, organizational, problem-solving, written, and verbal communication skills.
Ability to work collaboratively and communicate professionally with donors, colleagues, University personnel, and external partners.

Nice To Haves

Experience in higher education advancement, a university foundation, or a nonprofit fundraising environment.
Experience with Ellucian CRM Advance or another advancement CRM.
Experience with gift and financial reconciliation, audit preparation, or campaign-related gift processing.
Familiarity with CASE Global Reporting Standards, IRS charitable receipting requirements, and gift acceptance policies.

Responsibilities

Supervise, train, mentor, and evaluate Gifts and Records staff; establish priorities and support consistent, service-oriented performance.
Oversee accurate and timely processing, recording, and acknowledgment of charitable gifts, pledges, payments, and other contributions in accordance with established policies and procedures.
Oversee the creation, maintenance, and confidentiality of donor and constituent records, including biographical, contact, relationship, and gift information.
Ensure gift receipts and acknowledgments are produced accurately and promptly and contain information required by applicable policies and regulations.
Coordinate regular gift and financial reconciliation activities with Foundation Finance and other appropriate offices, researching and resolving discrepancies in a timely manner.
Maintain departmental documentation, internal controls, and records that support financial reporting, compliance reviews, and annual audits.
Apply University, UL System, and Foundation policies, CASE Global Reporting Standards, and applicable IRS requirements within the scope of gift processing and records administration.
Review and resolve unusual or complex gift-processing and records questions, consulting appropriate Foundation leadership, Finance, legal counsel, Advancement Technology, or other authorities as needed.
Coordinate with Foundation Finance and Development staff regarding fund establishment, gift designations, pledge administration, donor restrictions, and supporting documentation.
Monitor gift-processing accuracy, receipting timeliness, work volume, and backlogs; address operational issues and communicate significant concerns to leadership.
Develop, maintain, and communicate departmental procedures, reference materials, and staff training related to gift processing and records administration.
Partner with Advancement Technology to identify, test, and implement system and workflow improvements.
Collaborate with Development, Advancement Technology, Foundation Finance, University Finance and Business, Financial Aid and Scholarships, and other University offices to support coordinated and accurate advancement operations.
Perform other related duties as assigned.