Philanthropy Support Services Manager

UMass Memorial Health; Worcester (MA); On-site; USD 59,000 - 106,000; Full time

Job summary

UMass Memorial Health is seeking a Philanthropy Support Services Manager to oversee gift processing, donor acknowledgment, and financial reconciliation. You will ensure accurate recording of charitable contributions, maintain internal controls, and support IRS substantiation requirements.

The role reports to the AVP of Philanthropy Operations, Stewardship and Finance and will manage staff, coordinate with Finance, and support treasury activities.

Qualifications

• 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.

Responsibilities

• Oversee gift processing oversight and ensure accurate recording and deposits.
• Oversee donor acknowledgment letters and tax receipts for IRS substantiation and institutional standards.
• Oversee daily reconciliation of philanthropic revenue with the general ledger.
• Coordinate with Finance and Treasury to resolve discrepancies and ensure timely reconciliation.
• Maintain documentation supporting audits and financial reviews.
• Maintain strong internal controls related to gift processing and cash handling.

Skills

Communication skills

Team leadership

Attention to detail

Time management

Confidentiality

Education

Bachelor’s degree or equivalent

Tools

Blackbaud Raiser's Edge NXT

Microsoft Excel

Job description

Exemption Status

Exempt

Hiring Range

$59,051.20 - $106,308.80

Please note that the final offer may vary within this range based on a candidate’s experience, skills, qualifications, and internal equity considerations.

Schedule Details

Monday through Friday

Scheduled Hours

8:30-5:00

Shift

1 - Day Shift, 8 Hours (United States of America)

Hours

40

Cost Center

99900 - 7810 Office Of Philanthropy

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

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.

I. Major Responsibilities

Gift Processing Oversight

• 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.

Donor Acknowledgment and Stewardship Administration

• 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.

Financial Reconciliation and Treasury Support

• 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.

Compliance and Internal Controls

• 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.

License/Certification/Education

II. Position Qualifications:

Required

Bachelor’s degree or equivalent relevant experience.

Experience/Skills

Required:

• 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.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at [e-mail]. We will make every effort to respond to your request for disability assistance as soon as possible.