Gift Securities Operations Associate

Stanford University; Redwood City, Northern (CA, KY); On-site; USD 60,000 - 75,000; Full time

Job summary

Stanford University in Redwood City seeks a Gift Securities Assistant for an 18-month fixed-term role. The incumbent will own data integrity for the Gift Securities Operations, manage the GRASP database, and coordinate daily gift processing from custodians with rigorous reconciliation and documentation.

Attention to detail and timely communications are essential. The role supports the Controller’s Office within Financial Management Services, ensuring accurate valuations, liquidations, and secure

Qualifications

• Must ensure data integrity for all gifts in the GRASP database.
• Daily reconciliation of the Dreyfus gift report and donor matching.
• Daily upload of stock gift data from the custodian bank and error resolution.
• Monitor non-Dreyfus brokerage activity and notify team of new or cash gifts.
• Maintain operational logs (gift checks, receipts, vault items) and ensure secure shipment readiness.

Responsibilities

• Own data integrity for the GSO team, managing the GRASP gift securities data.
• Reconcile Dreyfus gift report and investigate unidentified items.
• Upload stock gift data from the Daily Gift Index and resolve discrepancies.
• Monitor non-Dreyfus accounts for financial activity and report findings.
• Oversee and maintain logs and prepare items for secure shipment.

Skills

Data integrity

GRASP database

Gift securities management

Reconciliation

Tools

GRASP system

Dreyfus gift report

Daily Gift Index

Custodian bank data feeds

Job description

**Please note that this is an 18-month fixed-term position

Gift Securities Assistant reports to the Director of Gift Securities in the Controller’s Office within Financial Management Services, Business Affairs. The Gift Securities team is responsible for facilitating the transfer of all gifts of appreciated securities to the university as well as managing the valuations, liquidations and collections processes for each gift. The Gift Securities Operations is integral in supporting the day-to-day operations of tracking all the details of each gift and preparing it for processing.

• Serve as the primary owner of data integrity for the GSO team, managing the gift securities database (GRASP) to ensure accuracy for new gifts, dates of gift, and all related documentation, including the distribution of auto-generated ‘received’ emails.

• Conduct daily reconciliation of the Dreyfus gift report, matching donors in GRASP, verifying record details, and initiating research on any unidentified items.

• Execute the daily upload of stock gift data from our custodian bank (the Daily Gift Index), meticulously resolving all discrepancies to ensure gifts are valued correctly and on time.

• Proactively monitor non-Dreyfus online brokerage accounts for all financial activity, immediately notifying the team of new or cash gifts.

• Oversee and maintain all critical operational logs (e.g., daily online gift checks, received checks, certificates, vault items), preparing items for secure shipment and ensuring confirmed delivery.