Associate Director, Gift Administration

Advserv; Lewisburg (Union County); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Flexible scheduling

Health insurance

Paid holidays

Job summary

Bucknell University is seeking an Associate Director of Gift Administration to oversee daily gift processing, documentation, and fund compliance. You will partner with the Director of Gift & Data Administration to ensure accuracy of donations, donor records, and timely gift agreements, serving as the internal expert on gift types, IRS regulations, and institutional policies.

This 12-month, exempt, full-time role requires leadership of the GPDM Coordinators, attention to detail, training, and

Qualifications

• Bachelor’s degree and three years of experience related to gift administration or related fields.
• Strong interpersonal and communications skills with attention to detail; excellent writing, editing, and proofreading skills required.
• Ability to draft documents with careful attention to language, anticipating future program needs, policy updates, and compliance requirements.
• Demonstrated high-level organizational and interpersonal skills, including diplomacy, tact, discretion and the ability to maintain confidentiality.
• Ability to handle multiple deadline-driven projects simultaneously.
• Thorough understanding of IRS guidelines around charitable donations and experience with philanthropic gifts from a variety of sources.
• Experience with Microsoft Office Suite, Google Suite, CRM database functions and other web-based tools.

Responsibilities

• Gift Documentation and Fund Support: manage gift documentation workflow and donor agreements in CRM.
• Gift Processing Management and Quality Control: oversee daily gift processing and ensure accurate recording and deposits.
• Training and Process Improvement: design and implement workflows and training for staff on CRM and processing standards.
• Leadership: guide GPDM Coordinators, manage budgets, and mentor staff.

Skills

Attention to detail

Excellent written communication

Diplomacy and discretion

Organizational skills

IRS regulations knowledge

Microsoft Office Suite

Google Suite

CRM/database experience

Education

Bachelor's degree

3 years of experience in gift administration or related fields

Tools

Microsoft Office

Google Suite

CRM database

Job description

Job Summary:

The Associate Director of Gift Administration is a critical, highly-detailed position responsible for the operational oversight of daily gift processing, gift documentation, and fund compliance. The Associate Director is a key collaborator to the Director of Gift & Data Administration, ensuring the accurate management of donations and gift funds as well as timely production of gift agreements. This role serves as an internal subject matter expert on a variety of gift types, federal tax regulations (IRS), and institutional policies, safeguarding donor intent and providing essential gift integrity to support the College's mission. This is a full-time, 12-month, exempt, benefits eligible position and reports to the Director, Gift and Data Administration.

Job Duties:

• Gift Documentation and Fund Support: Proactively manage the full lifecycle of gift documentation, ensuring donor agreements are drafted, reviewed, and maintained in alignment with donor intent, institutional policy, and regulatory requirements. Manage the gift documentation workflow from request through final execution, including the creation and maintenance of designation and purpose records in CRM. Conduct periodic reviews of gift funds to examine compliance with donor intent and appropriate and active use of funds and answer related questions from gift officers and University departments. Serve as a subject matter expert on complex gift types, federal tax regulations (IRS), and institutional policies, providing guidance and interpretation to colleagues and stakeholders to safeguard gift integrity.
• Gift Processing Management and Quality Control: Provide direct operational oversight of the daily gift processing, workflow, and systems. Ensure the accurate and timely recording, batching, and depositing of all gifts (cash, checks, credit cards, etc.). Serve as the primary consultant for problematic gift entries and transactional issues. Manage various aspects such as pledge adjustments, fund creation, and documentation maintenance, while also assisting with annual reporting obligations. Ensure adherence to IRS regulations, industry best practices, and University policies, particularly for complex gifts, to maintain legal and audit-ready records.
• Training and Process Improvement: Lead the design, implementation, and continuous improvement of operational workflows, policies, and best practices for gift processing and gift documentation. Identify opportunities to streamline processes, enhance system capabilities, and optimize workflow efficiency, tracking metrics to demonstrate impact. Serve as a proactive change agent, driving process innovation that supports institutional priorities, staff development, and the integrity of donor records. Develop, lead, and execute training for gift processing staff and relevant Advancement partners on operational best practices and the CRM Revenue screens.
• Leadership: Lead and inspire the GPDM Coordinators to achieve success in an environment where they know what is expected, they trust they will be supported, and they know that expectations will be enforced. Mentor, manage and lead direct reports. Monitor spending to stay within budget

Minimum qualifications:

• Bachelor’s degree and three years of experience related to gift administration or related fields such as accounting, auditing and compliance, etc. or an equivalent combination of education and experience.
• Strong interpersonal and communications skills with demonstrated attention to detail; excellent writing, editing, and proofreading skills required.
• Ability to draft documents with careful attention to language, anticipating future program needs, policy updates, and compliance requirements.
• Demonstrated high-level organizational and interpersonal skills, including diplomacy, tact, discretion and the ability to maintain confidentiality.
• Ability to handle multiple deadline-driven projects simultaneously.
• Thorough understanding of IRS guidelines around charitable donations and experience with philanthropic gifts from a variety of sources.
• Experience that demonstrates the ability and commitment to learn how to use a variety of computer-based programs and platforms to perform essential job duties such as Microsoft Office Suite, Google Suite, CRM database functions and other web-based tools.

Preferred Qualifications

• Experience with Blackbaud CRM or similar advancement systems.
• Experience in a nonprofit, higher education, or fundraising environment.
• Experience using CASE reporting standards.

Physical Demands

Must be able to remain in a stationary position for extended periods of time; sit at a computer and use a mouse/keyboard for long periods of time.

This position (and all positions in our division) requires the occasional evening and weekend work to support university events including Homecoming & Family Weekend, Reunion Weekend, and large Career events. We do ask staff to mark their calendars in advance for these events.

Values

• Lead with Integrity
• Embrace a Collaborative and Inclusive Spirit
• Be Open and Receptive
• Nurture Creativity and Innovation
• Foster a Culture of Empowerment and Knowledge

University Advancement is here to advance the mission of Bucknell University by engaging the Bucknell community. It is only through the support of alumni, parents and friends – by opening doors to career opportunities, engaging others to join the conversation and community, and entrusting us with their philanthropic commitments – that we can further elevate Bucknell as a leader in undergraduate education. These values illustrate how we bring, as a division, the University's strategic plan to life and exercise our commitment to diversity, equity and inclusion on a daily basis.

Salary Range:

59,760.00-74,700.00

The offer rate will be based on a review of the candidate's credentials compared to the qualifications of the position, internal equity, and our overall compensation philosophy.

Benefits:

Eligible full- and part-time employees are compensated beyond base salary through our total rewards package that includes (but is not limited to):

• Flexible scheduling options determined by role;
• Medical, prescription drug, vision, dental, life, and long-term disability insurance options
• An outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions)
• Generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!)
• Full-time and part-time members of the faculty and staff are eligible for tuition remission for themselves. Additionally, full-time members of the faculty and staff are eligible for tuition remission for their spouse/spousal equivalent and are eligible for various tuition programs for their children. Credit for full-time benefits eligible employment at other institutions of higher education will be applied to waiting periods.
• A comprehensive employee wellness program including program incentives
• A myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card

To learn more about Bucknell's benefits, click here! (*Eligibility criteria and waiting periods may apply.)