Philanthropy Support Services Manager

UMass Memorial Health•Worcester, MA

11d•Onsite

About The Position

Reporting to the AVP of Philanthropy Operations, Stewardship and Finance, the Philanthropy Support Services Manager is responsible for the oversight, management, and continuous improvement of gift processing, donor acknowledgment, financial reconciliation, and treasury coordination. This position ensures the accurate and timely recording, acknowledgment, reconciliation, and reporting of charitable contributions while maintaining compliance with IRS regulations, institutional policies, accounting standards, and fundraising best practices.

Requirements

Bachelor’s degree or equivalent relevant experience.
3-5 years of progressively responsible experience in philanthropy operations, advancement services, nonprofit finance, accounting, or related fields.
Knowledge of Blackbaud Raiser's Edge NXT or similar CRM platform.
Strong knowledge of fundraising operations, gift administration, and donor acknowledgment practices.
Experience supervising staff and leading operational initiatives.
Understanding of nonprofit accounting principles and financial reconciliation processes.
Working knowledge of IRS charitable contribution substantiation requirements.
Strong proficiency with Microsoft Excel
Exceptional attention to detail and commitment to data accuracy.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong communication and collaboration skills.
Ability to maintain confidentiality and exercise sound judgment.
Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Responsibilities

Oversee the Gifts Processor and all gift processing activities, ensuring contributions are accurately recorded and deposited in accordance with established policies and procedures.
Manage the daily workflow for cash, checks, credit card gifts, electronic fund transfers, stock gifts, donor-advised fund distributions, matching gifts, planned gifts, and in-kind contributions.
Provide back office support and staffing for fundraising events.
Establish and monitor service level standards for gift entry, receipting, and donor acknowledgment.
Ensure accurate coding of gifts, pledges, payments, appeals, campaigns, and designation information within the fundraising database.
Develop and document gift processing procedures and internal controls.
Oversee timely generation and distribution of donor acknowledgment letters and tax receipts.
Ensure acknowledgments meet IRS substantiation requirements and institutional standards.
Collaborate with stewardship and frontline fundraising staff to support donor recognition programs and reporting.
Monitor acknowledgment turnaround times and maintain quality control processes.
Oversee daily reconciliation of philanthropic revenue between the fundraising database and the organization's general ledger.
Coordinate with Finance and Treasury teams to resolve discrepancies and ensure timely reconciliation.
Working with the dedicated Gifts Processor, review and reconcile gift deposits, merchant services activity, lockbox activity, and electronic gift transactions and approve all gift entry batches.
Maintain documentation supporting audits and financial reviews.
Ensure compliance with IRS charitable substantiation requirements, institutional gift acceptance policies, and applicable accounting guidelines.
Maintain strong internal controls related to gift processing, cash handling, segregation of duties, and financial reporting.