Gift Processing Manager

Washington State University Foundation; Pullman (WA); On-site; USD 80,000 - 110,000; Full time

Job summary

Washington State University Foundation seeks a Gift Processing Manager to plan, organize, and oversee the day-to-day gift processing operations. This role leads staff and ensures accurate, timely processing of $150M+ in gifts annually, in alignment with regulatory requirements and Foundation standards.

You will coordinate gift intake, cash handling, and ongoing staff training, partnering with donors, development staff, colleges, and units to streamline submission and processing.

Qualifications

• Bachelor’s degree plus four years of related managerial experience, with at least one year in supervision.
• Minimum three years’ full-time experience in gift processing or related fundraising operations.
• Must have, or be able to obtain by time of hire, a valid driver’s license.
• Experience with database/CRM systems and maintaining donor records.

Responsibilities

• Plan, organize, and manage day-to-day gift processing operations from receipt to receipting.
• Lead and supervise staff; ensure accuracy and timeliness of $150M+ annual gifts.
• Coordinate gift intake, cash handling, and adherence to policies and controls.
• Partner with fundraising staff and Advancement units to communicate processing requirements.

Skills

Gift processing

Supervisory experience

Data analysis

CRM systems

Financial transactions

Customer service

Communication

Organizational skills

Education

Bachelor’s degree in a relevant field

Tools

Workday

CRM Advance

Job description

The Gift Processing Manager is responsible for planning, organizing, and managing the day-to-day gift processing operations of the WSU Foundation, overseeing gifts and pledges from initial receipt through preparation, entry, posting, and receipting. The position leads and supervises assigned staff and is accountable for the timely, accurate, and efficient completion of processing $150 million+ in gifts and gift modifications annually in accordance with established Foundation, University, IRS, CASE, and other applicable requirements.

The Manager directs production workflows, establishes priorities, monitors volumes and deadlines, oversees gift intake and cash handling processes, and ensures staff consistently apply established procedures when processing routine, complex, and high-volume transactions. The position serves as a primary operational resource for donors, development staff, colleges and units, and other Advancement partners regarding gift submission and processing requirements.

The role also works in partnership with the Gift Auditing & Operations Manager, which provides independent post-processing quality assurance, evaluates control effectiveness, and identifies systemic improvements. This separation of responsibilities provides an important system of checks and balances while allowing each team to develop specialized expertise.

The Gift Processing Manager provides strategic leadership to the Gift Processing team within the overall Gift Accounting unit. The Manager will play a key role in optimizing workflows, leading outreach to fundraisers via live training sessions and on-demand resources, identifying and implementing automation opportunities, overseeing gift processing technology, and ensuring excellent customer service for our donors.

Required Qualifications

• A Bachelor’s degree in a relevant field and four (4) years of progressively responsible experience in a field related to the functional managerial area which has included at least one (1) year of supervisory experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
• At least three years of full-time experience in gift processing, financial transaction processing, fundraising operations, advancement services, or a closely related operational processing environment; OR equivalent education/experience.
• Must have, or be able to obtain by time of hire, a valid driver’s license and meet requirements in accordance with SPPM 7.10 and departmental driving standards.
• Experience managing, coordinating, or supporting high-volume, deadline-driven transaction processing workflows.
• Demonstrated experience applying policies, procedures, and regulatory requirements to financial or gift transactions.
• Experience working with database or customer relationship management (CRM) systems and maintaining accurate financial and constituent records.
• Demonstrated ability to analyze complex transactions, identify discrepancies, and resolve processing issues using sound judgment.
• Strong organizational and customer service skills with demonstrated ability to manage competing priorities and communicate effectively with internal and external stakeholders.

Preferred Qualifications

• Experience working in higher education, nonprofit fundraising, advancement services, or a foundation environment.
• Experience processing charitable gifts and pledges and working with alumni/donor records.
• Knowledge of IRS charitable giving requirements and CASE reporting standards.
• Experience with cash handling, deposit procedures, PCI DSS requirements, and related internal controls.
• Experience with CRM Advance, Workday, online giving platforms, or similar financial and fundraising systems.
• Experience identifying or implementing process improvements, automation, or technology solutions within a transaction-processing environment.
• Experience developing, documenting, and improving operational procedures and workflows.