Director of Gift and Endowment AdministrationWork type: Permanent Full Time
Location: Bellingham, WA
Categories: University Advancement
Position Title Director of Gift and Endowment Administration
About the Position The Director of Gift and Endowment Administration is responsible for the comprehensive administration of charitable gifts and endowments in support of Western Washington University. Reporting to the Assistant Vice President for Advancement Services, this position serves as the institutional subject matter expert on donor intent, gift compliance, along with gift and endowment administration.
The Director ensures all gifts and endowments are administered in accordance with donor agreements, institutional policies, and applicable state laws and regulations. This role partners closely with key units within the university:
• Partners with Finance to align donor intent with financial management, while maintaining primary responsibility for gift compliance, agreement management, and advancement data integrity.
• Partners with the Director of Donor Relations to assure all donors are stewarded appropriately.
• Partners with frontline fundraisers and campus administration to assure donor intent is in compliance with state law and will be executed by the university.
The Director plays a key leadership role in advancing operational excellence, mitigating institutional risk, and supporting a donor-centered culture aligned with the University's mission.
Position Duties and Responsibilities
Gift Administration Leadership (30%) - Provide leadership and oversight of all gift administration operations, ensuring accurate, timely, and compliant processing of charitable contributions and commitments. Direct the work of the gift administration team responsible for gift processing, receipting, document management, and data integrity in the CRM. Ensure donor intent is accurately recorded, interpreted, and reflected across systems and processes. Oversee implementation and continuous improvement of policies, procedures, and workflows that support efficient and compliant gift administration. Ensure timely and accurate generation and distribution of donor acknowledgements, receipts, and related communications. Maintain documentation of all gift administration policies and procedures to ensure compliance with federal and state regulations, IRS requirements, CASE standards, institutional policies, and campaign counting guidelines. Oversee coordination of gift-related transactions, including matching gifts, pledge tracking, fundraising-related payment mechanisms, and gift administration processes supporting comprehensive fundraising campaigns and targeted fundraising initiatives. Partner with Finance to support reconciliation processes, ensuring alignment between Advancement records and financial systems. Supervise professional staff and support a high-performing, service-oriented team culture.
Donor Agreement & Endowment Management (35%) - In consultation with the CEO of the Foundation for WWU & Alumni, serve as the Foundation's authority on donor agreements, endowment administration, and interpretation of donor intent. Develop and implement policies and procedures for the creation, review, approval, and maintenance of donor agreements, including endowments, pledges, current-use gifts, and planned gifts. Review and authorize donor agreements for alignment with institutional standards, donor intent, applicable state and federal laws and regulations and compliance requirements prior to execution. Manage systems and tools used for agreement generation, tracking, and storage (e.g., Givzey, OnBase or similar platforms). Partner with development officers, university leadership, academic units, Finance, and donors to ensure agreements are clear, accurate, aligned with institutional priorities, and developed in consultation with University stakeholders to support successful implementation of donor intent; seek legal counsel as appropriate. Provide guidance and interpretation of existing donor and endowment agreements, including clarification of purpose, restrictions, allowable uses, and implementation requirements in partnership with Finance and campus stakeholders. Collaborate with Finance and other campus partners to support the implementation and monitoring of endowment spending policies, fund utilization, and compliance with donor restrictions and institutional policies. Ensure proper documentation, retention, and distribution of fully executed agreements. Collaborate with Donor Relations to support endowment reporting and donor stewardship communications. Maintain proactive communication with internal stakeholders to support effective use and understanding of donor-restricted and endowment funds.
Compliance, Policy & Cross-Campus Coordination (25%) - Lead development and implementation of policies related to gift compliance, donor intent, and endowment administration. Serve as the primary Advancement resource for donor-related compliance matters, coordinating with Finance, Donor Relations, University legal counsel, Enrollment Management and academic partners as appropriate. Identify, assess, and mitigate risks related to donor restrictions, fund usage, and complex gift opportunities; provide guidance and analysis to Advancement leadership, the Foundation CEO, and other institutional decision-makers to inform gift acceptance review and approval processes. Review and authorize requests for new endowment, scholarship, unrestricted and restricted funds to ensure alignment with donor intent and institutional standards. Partner with Finance on the setting up of funds, distributions, and financial processes to ensure accurate implementation of donor intent. In partnership with Finance, collaborate with campus partners (e.g., Financial Aid, colleges, academic departments) to ensure a shared understanding of donor intent, endowment purpose, eligibility criteria, and fund restrictions, supporting the compliance with donor agreements and institutional policies. Develop and deliver training, guidance, and communication to Advancement and campus stakeholders regarding gift policies, endowment administration, and compliance requirements. Establish and maintain strong cross-functional relationships to support coordinated and compliant gift lifecycle management.
Strategic Leadership & Other Duties (10%) - Serve as a strategic advisor to the CEO of the Foundation and University Advancement leadership on complex gifts, compliance risks, and endowment strategy. Provide expertise and guidance to University Advancement and campus stakeholders regarding emerging legal, regulatory, and policy issues that may affect donor agreements, fund administration, scholarship criteria, donor intent, and institutional compliance. Provide consultation and guidance to University Advancement leadership regarding vendor, service, and business agreements that support fundraising and advancement operations, identifying potential compliance, operational, and donor-related considerations and coordinating with University procurement and legal counsel as appropriate. Identify and implement process improvements to enhance efficiency, reduce risk, and improve the donor experience. Monitor emerging trends, regulations, and best practices in gift and endowment administration and recommend enhancements as appropriate. Contribute to division-wide initiatives and special projects. Perform other duties as assigned.
Required Qualifications
- Bachelor's degree in Business, Finance, Accounting, or related field, or equivalent combination of education and experience.
- Minimum of five (5) years of progressively responsible experience in gift administration, endowment management, advancement services, or a related field.
- Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
- Excellent written and verbal communication skills with the ability to translate complex concepts for diverse audiences.
- Demonstrated commitment to customer service and collaborative partnership across functions.
- Experience supervising staff and leading operational functions.
- Commitment to advancing diversity, equity, and inclusion and supporting the University's mission, vision, and values.
Preferred Qualifications
- Experience in higher education or a complex nonprofit fundraising environment.
- Demonstrated knowledge of donor intent compliance, IRS regulations, CASE standards, and nonprofit gift administration best practices.
- Experience with a CRM system (e.g., Ellucian Advance, Blackbaud Raiser's Edge, Salesforce).
- Working knowledge of accounting principles and financial reporting concepts.
- Experience with donor agreement development and negotiation.
- Experience reviewing, interpreting, drafting, or administering donor, legal, financial, or business agreements, including familiarity with compliance considerations related to charitable giving.
- Advanced degree, paralegal certification, Juris Doctor (JD), or equivalent education and experience in a related field.
- Demonstrated ability to lead cross-functional initiatives and influence stakeholders.
Conditions of Employment All employees must comply with our Immunization policies, including Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to HR@wwu.edu if you need information regarding medical or religious exemption and applicable accommodations.
Salary Hiring range is $100,013 - $115,014/year depending on qualifications and experience. Through longevity position tops out at $130,016/year.
Benefits Information
Benefits Overview for Administrative Professional Position.
Application Instructions
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted if necessary, with notice provided beforehand.
Closing Date Notes
For priority consideration, please apply by November 9, 2026; position is open until filled.
