Charitable Agreement Coordinator

ASU Foundation for a New American University; Tempe (AZ); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) plan with matching employer

22 days of vacation time

11 holidays, including your birthday

Parental leave

Tuition reductions

Professional development opportunities

Cell phone reimbursement

Job summary

The Charitable Agreement Coordinator at ASU Foundation for a New American University supports the Charitable Agreements team by processing gift and grant agreements, researching donor intent, and maintaining database records for ASU Foundation and ASU.

You will draft, review, and track documents, coordinate with stakeholders, ensure compliance with policies, and help optimize processes to deliver a smooth donor experience.

Qualifications

• Excellent drafting, proofreading, and editing skills.
• Ability to work independently and as part of a team.
• Adept at navigating complex environments with evolving priorities and communication plans.
• Knowledgeable with Microsoft Office Suite (Word, Excel, Access, Power Point), comfortable with various database applications and MS teams.
• Knowledgeable with SharePoint/OneDrive and utilizing document sharing links.
• Knowledgeable with DocuSign and facilitating signatures.
• Ability to communicate effectively in person, in writing, by phone, and in virtual meetings.
• Strong time management and prioritization skills, with the ability to multitask.
• Problem solver who can take initiative and set priorities while being flexible.
• Team-oriented strategist able to effectively manage complex situations involving numerous and sometimes competing constituencies.
• Ability to represent the institution well, and advocate for the vision of ASU as the New American University.
• Highly organized and able to handle multiple projects.

Responsibilities

• Supports preparing and reviewing documents for accepting and closing gifts and grants.
• Assists development officers with creation, review, and revision of agreements, drafting, proofreading, tracking, and signatures.
• Works with stakeholders to process new gift and grant agreements, letters of intent, amendments/modifications, and related documentation.
• Supports development and implementation of best practices for processing gift documentation.
• Partners with KE, RA and ASU Foundation development officers to optimize internal efficiencies.
• Ensures alignment with University and Foundation policies in all processes and agreements.
• Maintains gift and grant recordkeeping and database updates.
• Conducts research on finance and donor records for account history and endowment clean-up accounts.
• Prepares and ensures proper execution of documents, including advisement of donations without documentation and various forms.
• Responds to ad hoc account/agreement requests and provides clarity on donor intent and status.
• Assists with new account requests and opportunity numbers as appropriate.
• Other duties as assigned.

Skills

Attention to detail

Drafting and editing

Communication

Team collaboration

Time management

Problem solving

Adaptability

Independent work

Research skills

Documentation & recordkeeping

Education

Associate’s degree in Business or related field

Bachelor’s Degree in Business, Nonprofit Management, Legal Studies, or related field

Paralegal Professional certification

Tools

Microsoft Office Suite

SharePoint/OneDrive

DocuSign

MS Teams

Database systems (QuickBase, Salesforce, Workday)

Job description

The Charitable Agreement Coordinator reports to the Charitable Agreement Manager at ASU Foundation (ASUF). Responsible for receiving, processing, distributing, and tracking gift and grant agreements. The Charitable Agreement Coordinator will work as an integral member of the Charitable Agreements team to support the review, research and database management of gift and grant agreements.

What You’ll Do

• Provides support to the Charitable Agreements team in preparing and reviewing documents used for accepting and closing new gifts, grants, and philanthropic commitments to ASU Foundation (ASUF) for the benefit of Arizona State University (ASU)
• Assists development officers with creation, review, and revision of new gift and grant agreements and related documentation by drafting, proofreading, tracking, scanning, preparing for signature, distribution, and other tasks required to finalize agreements
• Works directly with stakeholders of ASU and the ASUF to process new gift and grant agreements, letters of intent, amendments/modifications, and other related documentation
• Supports development and implementation of best practices for the processing of gift and grant documentation
• Partners with representatives throughout the organization – including ASU Knowledge Enterprise (KE), Research Advancement (RA) and ASU Foundation development officers to optimize internal efficiencies, ensuring gift criteria and fiscal management clarity, providing donors with an optimal gift agreement experience
• Ensures alignment with University and Foundation policies and practices in all processes, gift agreements, and grant agreements as they are processed
• Controls gift and grant agreement recordkeeping and database maintenance, including the entry, distribution, reporting, and ongoing maintenance of database records, electronic files of all gift and grant agreements
• Conducts research on finance and donor records for account history and endowment clean-up accounts
• Prepares and ensures proper execution of a variety of documentation, including administration documents, advisement of donations received without documentation, miscellaneous forms and summaries, agreement cover pages, gift agreement processing for final signatures, and other relevant documentation as needed
• Responds to ad hoc account/agreement requests from unit, which included providing clarity on donor intent, status of gifts, validation of gifts and usage, and other requests
• Assists with new account requests and opportunity numbers, as appropriate
• Other duties as assigned

What You'll Need

• Excellent drafting, proofreading, and editing skills, with precise attention to detail
• Ability to work both independently and as part of a team
• Adept at navigating complex environments with evolving priorities and communication plans
• Knowledgeable with Microsoft Office Suite (Word, Excel, Access, Power Point), comfortable with various database applications and MS teams
• Knowledgeable with SharePoint/OneDrive and utilizing document sharing links
• Knowledgeable with DocuSign and facilitating signatures
• Ability to communicate effectively in person, in writing, by phone, and in virtual meetings
• Strong time management and prioritization skills, with the ability to multitask
• Problem solver who can take initiative and set priorities while being flexible
• Team-oriented strategist able to effectively manage complex situations involving numerous and sometimes competing constituencies
• Ability to represent the institution well, and advocate for the vision of ASU as the New American University
• Highly organized and able to handle multiple projects

Relevant Qualifications

• Associate’s degree in Business, Nonprofit Management, Law Studies or a related field; or a combination of education and experience commensurate with such
• 2 years of experience in an administrative capacity, particularly in contract management, document development, and/or technical writing
• OR any combination of education and experience commensurate with such duties

Preferred Education And Experience

• Bachelor’s Degree in Business, Nonprofit Management, Legal Studies, or a related field
• Certification as a Paralegal Professional, such as CP, APC, PP, ALP, PLS/CLP, or LDA
• Experience writing, reviewing, or serving as a granter in the nonprofit or government sector
• Experience in database management using QuickBase, Salesforce, or Workday

Benefits

• Comprehensive benefits package, including medical, dental, and vision insurance
• 401(k) plan with matching employer contribution
• 22 days of vacation time
• 11 holidays, including your birthday
• Parental leave
• Significant tuition reductions
• Professional development is highly valued at ASU Foundation, where employees are encouraged to look across the organization and nurture new areas of interest
• $30 bi-weekly cell phone reimbursement

About ASU Foundation

The ASU Foundation fosters partnerships between ASU and like-minded individuals, corporations and foundations who believe in ASU’s mission and provide resources for ASU to manifest its charter into meaningful impact. These partnerships empower ASU to advance student access, serve our community, protect the planet, create equity in higher education and conduct research for the public good.

At the ASU Foundation we value

Character

We prioritize character and integrity in every decision and action, establishing trust as the foundation of all that we do.

Service

We are dedicated to serving our students, donors, communities, and colleagues by fostering support and collaboration to ensure that our efforts are impactful.

Innovation

Innovation drives us to create meaningful opportunities and solutions, helping every member of our global community achieve meaningful outcomes.

The ASU Foundation is an Equal Opportunity Employer