Posting Details

Posting Information

Posting Number
PG194779EP

Internal Recruitment
No

Working Title
Director of Gifts and Records Management

Anticipated Hiring Range
Commensurate with experience and education

Work Schedule
Monday - Friday, 8:00 am - 5:00 pm; and other hours as needed to fulfill the duties of this position; Flexible work arrangements available

Job Location
Raleigh, NC

Department
Advancement Services

Essential Job Duties

The Director of Gifts & Records Management (GRM) is a key leader within Advancement Services at NC State, responsible for ensuring the accuracy, integrity, and effectiveness of the university's gift processing and constituent data operations. This role oversees the recording and stewardship of nearly 60,000 gifts annually and the maintenance of more than 900,000 constituent records, forming the operational backbone that supports fundraising, donor engagement, and institutional decision-making.

Reporting to the Associate Vice Chancellor for Advancement Services, the Director leads a high-performing team responsible for the full lifecycle of gift administration and biographical data management. The Director sets standards, establishes processes, and ensures compliance with IRS, CASE, FASB, and institutional policies while delivering accurate, timely, and service-oriented operations. The position also plays a key role in the ongoing enhancement and optimization of the university's CRM platform, supporting the continued evolution of advancement operations following implementation.

This role requires a leader who can balance precision with judgment, apply policies thoughtfully, navigate complex and nuanced situations, and partner effectively with fundraisers and campus stakeholders. The Director is expected to continuously improve and modernize operations by strategically leveraging data, technology, automation, and artificial intelligence, ensuring that Gifts & Records Management remains efficient, scalable, and responsive to the university's evolving needs.

Other Responsibilities

Major Duties and Responsibilities

Leadership and Strategy:

• Serve on the Advancement Services leadership team, contributing to priorities, planning, and continuous improvement.
• Direct Gifts & Records Management operations, aligning with Advancement Services and University Advancement goals.
• Develop and implement process improvements that enhance efficiency and modernize operations through policy refinement, technology, automation, and artificial intelligence.

Gift Processing and Administration:

• Direct the acceptance, valuation, processing, recording, and receipting of all charitable gifts and pledges across NC State University and its affiliated foundations, totaling nearly 60,000 gifts annually, ensuring accuracy and timeliness at scale.
• Establish and enforce service standards and timelines; manage the processing of a wide range of gift types, including matching gifts, securities, gifts-in-kind, stock and wire transfers, and other complex assets.
• Direct the matching gifts program and develop, implement, and enforce procedures supporting gift recording, pledge administration, and reporting.
• Direct pledge management and collection processes, ensuring pledges are reminded, tracked, and collected in accordance with donor agreements and institutional standards.
• Ensure gift-related inquiries are handled accurately, consistently, and with a strong customer-service focus.

Biographical Records and Data Integrity:

• Direct the maintenance, integrity, and acquisition of biographical constituent data, ensuring the database remains accurate, complete, and reliable for fundraising and engagement.
• Establish and enforce data quality, integrity, and documentation standards; ensure inquiries related to constituent records are handled accurately, consistently, and in a timely manner.
• Partner with Advancement Information & Technology to define and support CRM-enabled processes; drive improvements in data quality and efficiency through data, automation, and artificial intelligence.
• Evaluate and manage external data acquisition, hygiene tools, and appends.

Gift Acceptance, Compliance, and Risk Management:

• Interpret, apply, and guide the application of university policies related to gift acceptance, coordination of fundraising activities, campaign counting, gift agreements, and compliance.
• Evaluate and provide direction on complex or non-standard gifts; assess gift structure, valuation, restrictions, donor intent, and administrability in partnership with General Counsel and Foundations Accounting and Investments.
• Direct compliance with IRS, CASE, FASB, and other applicable laws and standards.
• Advise and partner with fundraising units to ensure solicitations and gift-related communications align with IRS regulations and institutional policies.
• Lead resolution of sensitive gift acceptance situations with sound judgment and a collaborative approach.

Data Stewardship and Systems:

• Direct functional ownership and continuous improvement of CRM-enabled business processes, working in partnership with Advancement Information & Technology to enhance system capabilities, improve data quality, and support evolving business needs.
• Direct data standards and system processes across gift processing and biographical records functions, ensuring consistency and alignment.
• Establish and enforce data quality and documentation standards for gift and biographical data.
• Direct advancement event platform operations (Blackthorn), ensuring alignment with data standards and integration with advancement and financial systems.
• Drive continuous improvement through data, automation, artificial intelligence, and technology, and evaluate and manage external data tools.

Collaboration and Campus Engagement:

• Serve as a member of the Lobo (CRM) Steering Committee, contributing to system governance, prioritization of enhancements, and ongoing platform evolution. Serve on the Gift Acceptance Committee, contributing to governance and prioritization.
• Lead collaboration with Advancement staff, college-based fundraisers, and campus partners to ensure consistent and compliant practices.
• Communicate with business officers, development staff, and stakeholders on gift processing and constituent records; provide guidance and training on data standards.

Staff Leadership and Development:

• Lead and manage the Gifts & Records Management team, including hiring, performance management, and professional development.
• Delegate authority and empower associate directors to lead functional areas, fostering accountability, sound decision-making, and leadership growth.
• Establish clear expectations and promote a culture of customer service, continuous improvement, and attention to detail.

External Engagement and Professional Development:

• Stay current on best practices, regulatory guidance, and trends in advancement services, gift administration, and data management.
• Engage in professional organizations such as CASE and AASP to support ongoing learning, networking, and the application of industry best practices.

Qualifications

Minimum Education and Experience

A master's degree from an accredited university plus a minimum of five years of related professional experience required; for candidates demonstrating comparable professional backgrounds, a relevant undergraduate degree from an accredited institution and a minimum of seven years of relevant experience may be substituted.

Other Required Qualifications

• Demonstrated leadership experience in advancement services operations within a high-volume or complex fundraising environment.
• Strong knowledge of gift acceptance, gift processing, and constituent data management practices within a higher education or nonprofit setting.
• Demonstrated ability to interpret and apply policies with sound judgment, balancing defined requirements with nuanced situations and assessing risk in a thoughtful and collaborative manner.
• Experience evaluating complex or non-standard gifts, including issues related to gift structure, donor intent, valuation, and compliance.
• Proven ability to lead and manage teams, including delegating authority, developing staff, and fostering accountability and professional growth.
• Strong interpersonal and communication skills, with the ability to work effectively across all levels of the university and with a wide range of stakeholders.
• Demonstrated ability to navigate complex situations with tact, professionalism, and a strong customer-service orientation, balancing stakeholder needs with compliance and institutional requirements.
• Excellent analytical, problem-solving, and decision-making skills, with strong attention to detail and accuracy.
• Experience managing operational workflows and driving process improvement through data, technology, automation, or artificial intelligence.
• Experience managing budgets, contracts, and vendor relationships, including evaluation and implementation of external tools and services.
• Proven ability to lead and manage change within large, complex organizations.

Preferred Qualifications

• Experience in a higher education advancement environment, particularly within a large, complex institution.
• Experience working with CRM systems, preferably Salesforce and Kindsight Ascend, and familiarity with advancement-related platforms.
• Experience supporting or participating in comprehensive fundraising campaigns or high-volume giving initiatives (e.g., Day of Giving).
• Experience with advancement event platforms (e.g., Blackthorn), matching gift tools, or similar integrated technologies.
• Familiarity with data governance practices and cross-functional data management in a CRM environment.
• Familiarity with applying artificial intelligence or emerging technologies to advancement operations or data workflows.
• Active engagement in professional organizations such as CASE, AASP, or similar advancement services communities.

Required License(s) or Certification(s)

N/A

Valid NC Driver's License required
No

Commercial