Associate Director, Gift Administration

Position Title: Associate Director, Gift Administration Position Type: Full time Scheduled Weekly Hours: 40 Categories: Staff Exempt Job Summary: The Associate Director of Gift Administration is a critical, highly-detailed position responsible for the operational oversight of daily gift processing, gift documentation, and fund compliance. The Associate Director is a key collaborator to the Director of Gift & Data Administration, ensuring the accurate management of donations and gift funds as well as timely production of gift agreements. This role serves as an internal subject matter expert on a variety of gift types, federal tax regulations (IRS), and institutional policies, safeguarding donor intent and providing essential gift integrity to support the College's mission. This is a full-time, 12-month, exempt, benefits eligible position and reports to the Director, Gift and Data Administration. Job Duties: Essential Job Functions Gift Documentation and Fund Support: Proactively manage the full lifecycle of gift documentation, ensuring donor agreements are drafted, reviewed, and maintained in alignment with donor intent, institutional policy, and regulatory requirements. Manage the gift documentation workflow from request through final execution, including the creation and maintenance of designation and purpose records in CRM. Conduct periodic reviews of gift funds to examine compliance with donor intent and appropriate and active use of funds and answer related questions from gift officers and University departments. Serve as a subject matter expert on complex gift types, federal tax regulations (IRS), and institutional policies, providing guidance and interpretation to colleagues and stakeholders to safeguard gift integrity. Gift Processing Management and Quality Control: Provide direct operational oversight of the daily gift processing, workflow, and systems. Ensure the accurate and timely recording, batching, and depositing of all gifts (cash, checks, credit cards, etc.). Serve as the primary consultant for problematic gift entries and transactional issues. Manage various aspects such as pledge adjustments, fund creation, and documentation maintenance, while also assisting with annual reporting obligations. Ensure adherence to IRS regulations, industry best practices, and University policies, particularly for complex gifts, to maintain legal and audit-ready records. Training and Process Improvement: Lead the design, implementation, and continuous improvement of operational workflows, policies, and best practices for gift processing and gift documentation. Identify opportunities to streamline processes, enhance system capabilities, and optimize workflow efficiency, tracking metrics to demonstrate impact. Serve as a proactive change agent, driving process innovation that supports institutional priorities, staff development, and the integrity of donor records. Develop, lead, and execute training for gift processing staff and relevant Advancement partners on operational best practices and the CRM Revenue screens. Leadership: Lead and inspire the GPDM Coordinators to achieve success in an environment where they know what is expected, they trust they will be supported, and they know that expectations will be enforced. Mentor, manage and lead direct reports. Monitor spending to stay within budget Minimum qualifications: Bachelor’s degree and three years of experience related to gift administration or related fields such as accounting, auditing and compliance, etc. or an equivalent combination of education and experience. Strong interpersonal and communications skills with demonstrated attention to detail; excellent writing, editing, and proofreading skills required. Ability to draft documents with careful attention to language, anticipating future program needs, policy updates, and compliance requirements. Demonstrated high-level organizational and interpersonal skills, including diplomacy, tact, discretion and the ability to maintain confidentiality. Ability to handle multiple deadline-driven projects simultaneously. Thorough understanding of IRS guidelines around charitable donations and experience with philanthropic gifts from a variety of sources. Experience that demonstrates the ability and commitment to learn how to use a variety of computer-based programs and platforms to perform essential job duties such as Microsoft Office Suite, Google Suite, CRM database functions and other web-based tools. Preferred Qualifications Experience with Blackbaud CRM or similar advancement systems. Experience in a nonprofit, higher education, or fundraising environment. Experience using CASE reporting standards. Physical Demands Must be able to remain in a stationary position for extended periods of time; sit at a computer and use a mouse/keyboard for long periods of time. Please note that applications without a cover letter are considered incomplete and will not be reviewed. Your cover letter is an opportunity to share your motivation for applying. Please describe why the Associate Director of Gift Administration role at Bucknell is of interest to you and how your skills and experiences connect to the responsibilities of the position. We are looking for thoughtful, genuine interest beyond a summary of your resume. This position (and all positions in our division) requires the occasional evening and weekend work to support university events including Homecoming & Family Weekend, Reunion Weekend, and large Career events. We do ask staff to mark their calendars in advance for these events. We are looking for exceptional people who will embrace our values: Lead with Integrity Embrace a Collaborative and Inclusive Spirit Be Open and Receptive Nurture Creativity and Innovation Foster a Culture of Empowerment and Knowledge University Advancement is here to advance the mission of Bucknell University by engaging the Bucknell community. It is only through the support of alumni, parents and friends – by opening doors to career opportunities, engaging others to join the conversation and community, and entrusting us with their philanthropic commitments – that we can further elevate Bucknell as a leader in undergraduate education. These values illustrate how we bring, as a division, the University's strategic plan to life and exercise our commitment to diversity, equity and inclusion on a daily basis. Job Exempt: Yes Salary Range: 59,760.00-74,700.00 The offer rate will be based on a review of the candidate's credentials compared to the qualifications of the position, internal equity, and our overall compensation philosophy. This role is not budgeted for visa sponsorship, all candidates must be authorized to work in the US without a need for current or future visa sponsorship. Benefits: Eligible full- and part-time employees are compensated beyond base salary through our total rewards package that includes (but is not limited to): Flexible scheduling options determined by role; Medical, prescription drug, vision, dental, life, and long-term disability insurance options An outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions) Generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!) Full-time and part-time members of the faculty and staff are eligible for tuition remission for themselves. Additionally, full-time members of the faculty and staff are eligible for tuition remission for their spouse/spousal equivalent and are eligible for various tuition programs for their children. Credit for full-time benefits eligible employment at other institutions of higher education will be applied to waiting periods. A comprehensive employee wellness program including program incentives A myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card To learn more about Bucknell's benefits, click here! (*Eligibility criteria and waiting periods may apply.) Inclusive Excellence: Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and seeks candidates who will contribute to a climate that supports the growth and development of a diverse campus community. We endeavor to enhance our capacity to value and capitalize on the cultural richness that diversity brings. We encourage all individuals to apply and do not discriminate in admissions, employment, educational programs and/or activities on the basis of race, color, national or ethnic origin, age, religion, disability, pregnancy, sex/gender, gender identity and/or expression, sexual orientation, marital or family status, military or veteran status, or genetic information. E-Verify Bucknell University participates with the United States Customs and Immigration Services (USCIS) E-Verify program. We will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding Bucknell's E-Verify requirements, please contact the office of Talent, Culture & Human Resources View phone number on click.appcast.io or email View email address on click.appcast.io. About Bucknell Founded in 1846 and located along the banks of the Susquehanna River in historic Lewisburg, Pa., Bucknell University is an undergraduate-focused institution that stands uniquely at the intersection of top-ranked liberal arts, engineering and management programs. Our students choose from more than 60 majors and 70 minors in the arts, engineering, humanities, management, and natural and social sciences, as well as extensive global study, service-learning and research opportunities. Bucknell’s 3,700 undergraduate and 30 graduate students enjoy a low 9:1 student-faculty ratio and exceptional opportunities to collaborate with faculty mentors on scholarly and artistic projects. Bucknell’s beautiful 450-acre campus includes first-rate facilities and is home to more than 90 percent of its undergraduate students. Student life is vibrant with about 200 student-run organizations, 27 NCAA Division I athletics teams, a robust arts culture, and a commitment among many of the students to community and global service work. Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and we seek candidates who will contribute to a climate that supports the growth and development of a diverse campus community. The University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities. We encourage individuals from historically underrepresented groups to apply. The Community Lewisburg (pop. 5,700) is located in central Pennsylvania and features beautiful Victorian homes, the restored art deco Campus Theatre (owned by the University), a variety of restaurants, shops and boutiques, and the Barnes & Noble at Bucknell University Bookstore. It is the seat of Union County, which has about 44,000 residents. The city of Williamsport is about a 30-minute drive from campus, and Penn State University’s main campus is about an hour away, as is Harrisburg, Pennsylvania’s state capital. Bucknell is within a three-hour drive of New York City, Philadelphia, Baltimore and Washington, D.C. The cost of living is low compared to that of major U.S. cities and suburbs. Bucknell’s surroundings yield fresh produce, cultural activities and events, and outstanding opportunities for outdoor activity on the Susquehanna River and in the nearby state parks and forests. The Lewisburg Area School District receives excellent reviews for its schools at all grade levels. Lewisburg Area High School consistently ranks among the top 50 high schools in Pennsylvania for SAT scores and statewide exams.