Associate Director, Gift Acceptance and Fund Management
University of Chicago, Chicago, IL, United States
About the Department
The Advancement Office engages alumni (~220k), current students, parents, and friends of the University through intellectual, professional and social activities on campus, around the world and online. Advancement raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute. The Gift Management Group (GMG) advances the University’s fundraising efforts through its partnership with colleagues across the University to enhance a donor's experience throughout the life cycle of their giving. GMG provides counsel and strategic advice to senior staff, develops and enforces University‑wide gift acceptance principles and policy, accurately documents, processes, and records donor gifts and commitments, monitors and reports on the status of complex giving, supports pledge fulfillment, oversees gift compliance, and works with high‑level donors, senior University administration and other stakeholders.
Job Summary The Associate Director supports Advancement’s gift and fund documentation generation process. This includes writing clear and concise gift agreements in accordance with gift acceptance policies, coordinating and managing the gift agreement tracking and workflow process, ensuring partners have a clear understanding of gift and fund terms, identifying and addressing unused gift funds, and working with relevant partners to resolve issues. The role requires strong relationships with multiple stakeholders across campus and promotes operational excellence in all job responsibilities. The position uses best practices in gift processing, analytical methods, and database tools to analyze, investigate and monitor highly sensitive donor data.
Responsibilities
Develop, execute, and support policies and processes to improve fund management and compliance results.
Collaborate proactively to research and resolve questions about fund use.
Work with campus partners to identify and address unused gift funds ensuring they are spent according to donor intent.
Identify, develop, and actively manage reporting and data resources to support fund management and gift compliance.
Coordinate and track the timely flow of agreements for approval, signature, and distribution.
Produce, review, negotiate, proof and approve clear and concise gift agreements and fund documents, ensuring terms accurately memorialize the University’s obligations and donor intention.
Ensure gift and fund documentation is accepted in compliance with University gift acceptance policy and other applicable policies.
Advise Advancement staff and University partners on potential administrative, financial, and/or legal issues that may arise with proposed gift terms.
liaise with Advancement and University partners, including the Office of Legal Counsel, the Office of the Provost, Donor Relations, University Research Administration, Gift Planning, and various academic and administrative units.
Identify resource needs and create resources to support gift acceptance and fund management functions, educating and training Advancement and University colleagues.
Implement and use technology such as Docusign, Salesforce, Fundriver, and other cutting‑edge technology to evolve and manage workflow processes, including a ticketing system, and enhance donor and campus partner experience.
Seek opportunities for professional development that will enhance job performance, including attending webinars, seminars, and building networks within the University and with peers at other institutions.
Provide professional oversight to maintain and secure highly sensitive and confidential donor, alumni, and student contact and relationship data, using database tools to analyze, investigate, and monitor data.
Initiate, plan, and execute projects for proactive monitoring of gift data and cleanup, analyzing database information and looking for inconsistencies and problems.
Monitor and manage gift and grant account information within appropriate databases, including important account/allocation attributes, and oversee daily report and document distribution.
Perform other related work as needed.
Qualifications Education and Experience
Master’s degree and/or additional post‑undergraduate coursework in tax/accounting, business, finance, professional or legal writing, gift operations or non‑profit management, or paralegal coursework.
Minimum five years of professional experience in fields such as nonprofit management, donor relations, development, alumni relations, communications, legal or professional writing, or as a paralegal.
College or university degree in a related field (minimum requirement).
Technical Skills and Knowledge
Demonstrated skill and knowledge of the internal workings of the University and technology tools available to the Office of Advancement, including the University’s donor relationship management system.
Proficient in Microsoft Office Suite.
Preferred Competencies
Superior analytical skills.
Outstanding interpersonal and communication skills.
Capacity to work in a fast‑paced environment with high‑level stakeholders.
Organized, able to lead projects independently, high attention to detail, prioritize work, adapt to changing priorities, and handle tight deadlines.
Manage confidential information with discretion and tact.
Act with integrity, professionalism, kindness, and confidentiality.
Work collegially and collaboratively in a team setting.
Self‑motivated and take initiative.
Strategically think and solve complex problems, formulating innovative solutions.
Curiosity for streamlining processes using technology to improve outcomes and accuracy.
Working Conditions
This position has a hybrid work schedule, including weekly in‑office presence.
Standard office environment.
Travel to campus and/or non‑campus locations for University business.
Works evenings and weekends as needed.
Located at 5235 South Harper Court.
Benefits The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Equal Opportunity Employment Statement The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.
Reasonable Accommodation Job seekers in need of a reasonable accommodation to complete the application process should call 773‑702‑5800 or submit a request via Applicant Inquiry Form.
Pay Range $72,250.00 – $85,000.00
Hours 37.5 weekly hours.
Job Details
FLSA Status: Exempt
Drug Test Required: No
Health Screen Required: No
Motor Vehicle Record Inquiry Required: No
Pay Rate Type: Salary
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Job Summary The Associate Director supports Advancement’s gift and fund documentation generation process. This includes writing clear and concise gift agreements in accordance with gift acceptance policies, coordinating and managing the gift agreement tracking and workflow process, ensuring partners have a clear understanding of gift and fund terms, identifying and addressing unused gift funds, and working with relevant partners to resolve issues. The role requires strong relationships with multiple stakeholders across campus and promotes operational excellence in all job responsibilities. The position uses best practices in gift processing, analytical methods, and database tools to analyze, investigate and monitor highly sensitive donor data.
Responsibilities
Develop, execute, and support policies and processes to improve fund management and compliance results.
Collaborate proactively to research and resolve questions about fund use.
Work with campus partners to identify and address unused gift funds ensuring they are spent according to donor intent.
Identify, develop, and actively manage reporting and data resources to support fund management and gift compliance.
Coordinate and track the timely flow of agreements for approval, signature, and distribution.
Produce, review, negotiate, proof and approve clear and concise gift agreements and fund documents, ensuring terms accurately memorialize the University’s obligations and donor intention.
Ensure gift and fund documentation is accepted in compliance with University gift acceptance policy and other applicable policies.
Advise Advancement staff and University partners on potential administrative, financial, and/or legal issues that may arise with proposed gift terms.
liaise with Advancement and University partners, including the Office of Legal Counsel, the Office of the Provost, Donor Relations, University Research Administration, Gift Planning, and various academic and administrative units.
Identify resource needs and create resources to support gift acceptance and fund management functions, educating and training Advancement and University colleagues.
Implement and use technology such as Docusign, Salesforce, Fundriver, and other cutting‑edge technology to evolve and manage workflow processes, including a ticketing system, and enhance donor and campus partner experience.
Seek opportunities for professional development that will enhance job performance, including attending webinars, seminars, and building networks within the University and with peers at other institutions.
Provide professional oversight to maintain and secure highly sensitive and confidential donor, alumni, and student contact and relationship data, using database tools to analyze, investigate, and monitor data.
Initiate, plan, and execute projects for proactive monitoring of gift data and cleanup, analyzing database information and looking for inconsistencies and problems.
Monitor and manage gift and grant account information within appropriate databases, including important account/allocation attributes, and oversee daily report and document distribution.
Perform other related work as needed.
Qualifications Education and Experience
Master’s degree and/or additional post‑undergraduate coursework in tax/accounting, business, finance, professional or legal writing, gift operations or non‑profit management, or paralegal coursework.
Minimum five years of professional experience in fields such as nonprofit management, donor relations, development, alumni relations, communications, legal or professional writing, or as a paralegal.
College or university degree in a related field (minimum requirement).
Technical Skills and Knowledge
Demonstrated skill and knowledge of the internal workings of the University and technology tools available to the Office of Advancement, including the University’s donor relationship management system.
Proficient in Microsoft Office Suite.
Preferred Competencies
Superior analytical skills.
Outstanding interpersonal and communication skills.
Capacity to work in a fast‑paced environment with high‑level stakeholders.
Organized, able to lead projects independently, high attention to detail, prioritize work, adapt to changing priorities, and handle tight deadlines.
Manage confidential information with discretion and tact.
Act with integrity, professionalism, kindness, and confidentiality.
Work collegially and collaboratively in a team setting.
Self‑motivated and take initiative.
Strategically think and solve complex problems, formulating innovative solutions.
Curiosity for streamlining processes using technology to improve outcomes and accuracy.
Working Conditions
This position has a hybrid work schedule, including weekly in‑office presence.
Standard office environment.
Travel to campus and/or non‑campus locations for University business.
Works evenings and weekends as needed.
Located at 5235 South Harper Court.
Benefits The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Equal Opportunity Employment Statement The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.
Reasonable Accommodation Job seekers in need of a reasonable accommodation to complete the application process should call 773‑702‑5800 or submit a request via Applicant Inquiry Form.
Pay Range $72,250.00 – $85,000.00
Hours 37.5 weekly hours.
Job Details
FLSA Status: Exempt
Drug Test Required: No
Health Screen Required: No
Motor Vehicle Record Inquiry Required: No
Pay Rate Type: Salary
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