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Director of Gifts and Records Administration

George Mason University

Fairfax, Virginia

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JOB DETAILS
SKILLS
Accounting Close, Background Investigation, Best Practices, Coaching, Computer Aided Engineering (CAE), Customer Relationship Management (CRM) Systems, Data Management, Data Processing, Data Quality, Donor Relations, Endowments, External Audit, Federal Laws and Regulations, Financial Reporting, Funding, Fundraising, Gift Management, Industry Standards, Leadership, Maintain Compliance, Onboarding, Operational Improvement, Organizational Skills, People Management, Performance Analysis, Performance Goal Setting, Performance Metrics, Performance Reviews, Problem Solving Skills, Process Improvement, Reconciliation, Records Management, Regulatory Compliance, Risk Management, Staff Training, State Laws and Regulations, Stewardship, Strategic Planning, Support Documentation, Time Management, Trend Analysis, University/School Policies
LOCATION
Fairfax, Virginia
POSTED
Today
Department: Advancement and Alumni Relations

Classification: Administrative Faculty

Job Category: Administrative or Professional Faculty

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Sponsorship Eligibility: Not eligible for visa sponsorship

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

About the Department:

George Mason University Foundation (Foundation) is a 501(c)(3) non-private foundation and a private corporation organized and operated exclusively for the benefit of George Mason University. The Foundation manages, invests, and administers private gifts,
including endowments and real property.

About the Position:

The Director of Gifts and Records Administration leads the gift processing and records function, ensuring the accurate, timely, and compliant recording of all philanthropic contributions. This role sets strategy, oversees operations and staff, safeguards sensitive data, and serves as the primary institutional resource on gift administration.

Responsibilities:

Oversight of Gifts Processing, Compliance, and Records Administration
  • Provides strategic leadership and oversight for all gift processing operations, including receipting, deposits, reconciliations, and records management;
  • Ensures accurate and timely processing of all gift transactions (including gifts, pledges, bequests, and in-kind donations);
  • Develops, implements, and maintains comprehensive policies, procedures, and internal controls for gift processing and data management;
  • Oversees gift processing workflows, volume tracking, and monthly close coordination, managing staffing in relation to volume Reviews mass solicitations, gift agreements, and complex gifts for proper coding, allocation, and compliance;
  • Ensures compliance with federal and state laws, IRS regulations, Foundation policies, and industry standards (CASE/CAE);
  • Maintains audit-ready documentation to support financial reporting and external audits;
  • Oversees donor and gift data integrity within the advancement CRM system, ensuring consistent data governance, standardized coding structures, and adherence to data management best practices;
  • Analyzes gift processing trends and performance metrics to inform leadership decisions;
  • Leads process improvement initiatives to increase efficiency, reduce errors, and mitigate risk;
  • Enhances the donor and internal stakeholder experience through operational improvements; and
  • Drives continuous risk mitigation and operational efficiency.
Coordination with Central Advancement, Schools/Colleges/Units
  • Serves as the primary liaison for gift administration across University Advancement and the broader University community;
  • Acts as the key point of contact for Strategic Advancement Systems related to gift processing technology;
  • Provides guidance on gift processing policies, procedures, and systems;
  • Partners with Donor Relations to support stewardship and donor communications;
  • Collaborates with Planned Giving to ensure accurate recording of bequests and deferred gifts;
  • Works with Advancement Systems to support data accuracy and issue resolution;
  • Coordinates with Development Officers on complex gift processing questions and exceptions; and
  • Supports resolution of donor and staff inquiries related to gift status, history, and processing
Supervision of Staff
  • Leads and manage the Gifts and Records team, including direct supervision of key managers;
  • Sets clear performance goals aligned with University priorities;
  • Assigns and monitors workflow to ensure timely and accurate completion of responsibilities;
  • Provides ongoing coaching, feedback, and professional development support;
  • Conducts performance evaluations and manage goal-setting processes;
  • Oversees hiring, onboarding, and training of new staff;
  • Makes decisions regarding promotions, recognition, and corrective actions;
  • Addresses and resolve staff concerns and operational issue;
  • Maintains personnel and timekeeping records;
  • Ensures adherence to University policies, procedures, and compliance requirements; and
  • Serves as a communication bridge between leadership and team members
Other duties as

About the Company

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George Mason University