Director, Gift Administration
- Experience Level
ABOUT THE ORGANIZATION
At the Lucile Packard Foundation for Children's Health, we are a team of dedicated individuals with a shared commitment to helping kids and families live healthier lives.
We do this by:
- Fundraising for Lucile Packard Children's Hospital at Stanford and the maternal and child health programs of Stanford University School of Medicine.
- Raising awareness of children's health issues.
- Promoting a system of care that improves the lives of children with special health care needs and their families
The Director of Gift Administration reports to the Chief Financial Officer and oversees the entire gift cycle to ensure that all funds raised reach their designated purpose at the Lucile Packard Children's Hospital Stanford (LPCH) and the Stanford University School of Medicine (SOM) in support of our mission. The Director collaborates with internal partners at the Foundation to support fundraising strategy and with external partners at LPCH and SOM to coordinate and drive accountability for gift related policies and processes.
GENERAL POSITION DUTIES AND RESPONSIBILITIES
The Director of Gift Administration manages a team of three staff that is responsible for all aspects of the gift cycle from gift agreement through to gift acknowledgement and plays a key role in ensuring the accurate capture of gift related data in support of fundraising strategy. The Director of Gift Administration oversees the month end reconciliation of gifts received, including gift related reporting to internal and external partners and legal and regulatory compliance. Finally, the Director of Gift Administration is responsible for developing and maintaining strong and collaborative relationships with internal and external partners to support achievement of shared goals.
- Manages full scope of gift processing to ensure that all gifts are accurately captured, entered, deposited and transferred.
- Oversees bank/brokerage account management, outstanding pledge management, gift-related reporting and annual audit support for internal and external partners
- Manages the gift agreement process, including drafting gift agreements, coordinating review by Gift Acceptance Committee, troubleshooting complex gifts, and developing reference materials.
- Manages new fund setup workflow, including preparing paperwork to initiate process and follow up
- Manages matching gifts, including documenting matching gift program protocols and tracking fulfillment of matches
- Manages pending funds and ensures fund designation aligns with donor intent
- Works with internal partners to review solicitation materials to ensure compliance with internal policies and regulatory requirements.
- Oversees month-end reconciliation of gifts received and related reporting to internal and external partners. Works with accounting to ensure that all gifts are properly recorded to the general ledger. Oversees monthly reporting of gifts transferred to internal and external partners.
- Works with the Director of Information Technology to maintain PCI DSS compliance
- Serves as a knowledge partner for state and federal regulatory and legal compliance applicable to charitable gifts, fundraising, and related issues.
- Ensures all gift related policies and processes are documented and that such documentation is kept current.
- Collaborates with internal partners, including the Director of Development Systems and Assistant Director of Data and Reporting, to optimize processes in support of fundraising strategy.
- Works closely with external partners to ensure alignment in policies and processes, coordinate reporting, troubleshoot issues as appropriate and ensure accountability.
- Leads, mentors and develops direct reports to ensure continuous learning and growth.
- Establishes individual staff goals and objectives in alignment with and support of, departmental and Foundation goals
- Ensures direct reports are trained in their assigned job functions and as back-ups to other positions as appropriate
- Provides regular, ongoing, honest and constructive feedback to staff including timely and objective performance appraisal
- Promotes a work environment where staff feel engaged, valued and can do their best work
- Embraces diversity in all its forms to ensure departmental and Foundation staff are treated with respect, dignity and empathy at all times and in all situations
- Recognizes staff accomplishments and achievements at the individual and team level and regularly seeks opportunities to express gratitude and appreciation
NOTE: We are a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will change from time to time in accordance with LPFCH's business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.
EDUCATION, SKILLS AND EXPERIENCE
- Bachelor’s Degree in accounting, nonprofit finance, or equivalent experience
- Process improvement—candidate should always look for ways to improve process, gain efficiencies, better serve donors, focus resources on biggest gifts
- Builds trust—candidate will need to establish trust and build relationships with key internal and external partners
- Customer mindset—candidate must establish processes and policies to focus resources in support of biggest donors and biggest gifts.
- Problem solving—candidate must be creative innovative and strategic in troubleshooting various gift issues, collaborating with internal and external partners.
- Managing people—candidate must build and manage a high performing team in an environment where expectations and roles of the team are in transition
SKILLS, EXPERIENCE AND JOB RELATED REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- 5+ years of non-profit accounting or gift processing related experience
- 2+ years’ experience managing and leading a team, including mentoring and developing staff
- Knowledge of relevant federal and state rules/regulations regarding charitable organizations
- 5+ years’ experience performing and/or managing month-end reconciliation processes, including timely preparation of reconciliations and reports, and posting to the general ledger and the ability to lead/manage the process