Director of Gifts and Records Administration
About the role
The Director of Gifts and Records Administration is a strategic leader who ensures the integrity, accountability, and effectiveness of the University's philanthropic operations. Reporting to the Executive Director of Advancement Operations, this position plays a vital role in advancing the University's mission by overseeing the full lifecycle of gift acceptance, processing, and records administration. Through exceptional leadership and sound judgment, the Director helps transform donor generosity into meaningful institutional impact.
Responsibilities
Lead, mentor, and develop a team of gift and records professionals, fostering a culture of accountability, professional growth, and continuous improvement
Establish clear performance expectations and provide ongoing coaching aligned with philanthropic goals and data quality standards
Serve as an operational liaison to the Advancement Analytics and Insights, Tower Foundation Finance, Advancement Research and Prospect Development, Advancement IT, SJSU Finance and Business Services, and SJSU Financial Aid and Scholarships Office teams to ensure high-quality data inputs that support philanthropic productivity and gifts and records reporting
Oversee overarching audit integrity for cash receipting and confidential donor record maintenance, including providing documentation for the annual Tower Foundation audit
Oversee monthly gift and financial reconciliation processes in partnership with the Senior Gifts and Records Analyst/Administrator, ensuring data integrity between the CRM, the Foundation’s financial systems, and University accounts
Partner with Advancement IT and Advancement Analytics and Insights to optimize CRM workflows, integrations, and automation to reduce manual processing
Lead process improvement initiatives to support scalable operations and enhance data integrity across the division
Evaluate key performance indicators related to gift and record accuracy and processing timeliness to drive operational efficiency
Provide oversight in the timeliness and accuracy of gift receipts to donors, as well as reporting on gift receipting production in accordance with CASE, IRS, and University regulations
Lead efforts by continuously researching, reviewing, and interpreting charitable gift laws and IRS regulations applicable to both the University, CSU system, and the Tower Foundation
Manage and maintain records and donor contact for all gifts, working closely with the Tower Foundation team on account creation and pledge management
Qualifications
Bachelor’s degree from an accredited institution
Five to seven years of progressively responsible leadership experience in advancement services, development operations, or higher education administration
Experience supervising professional staff and building high-performing, service-oriented teams
High-level proficiency with CRM systems administration, data governance, and gift administration in a complex, multi-unit organizational environment
Documented success in maintaining audit readiness, ensuring regulatory compliance, and interpreting gift acceptance policies
Skills & Abilities
Working knowledge of, or the ability to develop proficiency in, the appropriate and ethical use of emerging technologies, including artificial intelligence (AI), in higher education and administrative contexts
Ability to apply emerging technologies to support operational effectiveness, data-informed decision-making, and service delivery to students, faculty, and staff
Demonstrated ability to support continuous improvement and organizational learning through the responsible application of technology within assigned areas of responsibility
Ability to evaluate potential applications, promote responsible, ethical, and equitable use, and ensure alignment with institutional policies, regulatory requirements, and strategic priorities
Exceptional analytical and quantitative skills, with the ability to interpret complex data, manage financial reconciliations, and utilize statistical models to drive operational efficiency
Prioritizing and managing large-scale, multi-phase projects with evolving priorities and tight deadlines, maintaining composure in a complex, dynamic environment
Expertise in advanced constituent database management (CRM), with a meticulous focus on data governance, security, confidentiality, and accuracy
Required Qualifications
Bachelor’s degree from an accredited institution
Five to seven years of progressively responsible leadership experience in advancement services, development operations, or higher education administration
Experience supervising professional staff and building high-performing, service-oriented teams
High-level proficiency with CRM systems administration, data governance, and gift administration in a complex, multi-unit organizational environment
Documented success in maintaining audit readiness, ensuring regulatory compliance, and interpreting gift acceptance policies