Philanthropy Support Services Manager

HAHHH; Worcester (MA); Hybrid; USD 59,000 - 106,000; Full time

Job summary

UMass Memorial Health is seeking a Philanthropy Support Services Manager to oversee gift processing, donor acknowledgments, and financial reconciliation within the Office Of Philanthropy. The role ensures IRS compliance and accurate charitable contributions recording.

You will lead a team, maintain internal controls, and collaborate with Finance to resolve discrepancies while supporting fundraising operations and donor stewardship across the system.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3-5 years of philanthropy/advancement operations or related experience.
• Experience with CRM platforms and donor data management.
• Knowledge of IRS substantiation requirements and nonprofit accounting.

Responsibilities

• Oversee gift processing and ensure accurate recording and deposits.
• Manage donor acknowledgments, tax receipts, and timely communications.
• Coordinate with Finance and Treasury for reconciliation and reporting.
• Ensure internal controls and compliance with IRS rules and policies.

Skills

Fundraising operations

Donor acknowledgment

Staff supervision

Excel proficiency

Attention to detail

Data confidentiality

Education

Bachelor’s degree

Tools

Blackbaud Raiser's Edge NXT

Job description

Are you an internal caregiver, student, or contingent worker/agency worker at UMass Memorial Health?

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.

II. Position Qualifications:

License/Certification/Education

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.

Qualifications Substitution

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.

At UMass Memorial Health, everyone is a caregiver. No matter their responsibilities or title, every employee or “caregiver” fills an important role for our patients and their families every day.

Who is a caregiver? It’s not just the person who delivers the care. It’s all the people who make it work … and make it better.

Caregivers give everything that helps patients heal, from expertise to extra attention.

They give clean, comfortable rooms. Fast, accurate answers. And an easier, less stressful experience.

They give warm, reassuring smiles, and helping hands.

We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, our community and each other.

And everyone, in their own unique way, plays an important part, every day.