Gifts And Records Manager Marymount University Arlington, VA 22207

Title Gifts And Records Manager
Date 2020
Company Marymount University
City Arlington, VA 22207

Short Description :


Full Description :

It’s a great time to join ! We are looking for faculty and staff who are passionate about providing excellent service to ensure a high quality student experience and collaborative working environment.


The Gifts and Records Manager provides leadership, strategic direction, and oversight for the entire gift processing operation. The Manager oversees and monitors data input accuracy within the department and beyond, updating and maintaining processes while adhering to University-wide policies and procedures and responding to user requests for gift and pledge information. The Manager is responsible for upholding consistent gift recording and acceptance standards, and securing and preserving highly sensitive data.

Direct Supervisor

Vice President of University Advancement


Full-Time, Exempt

Grade 12



No. Direct Reports 0

Target Weekly Hours 40


2807 N Glebe (Main Campus)

Benefits Eligibility Yes


  • Establish, document, and disseminate operating principles, quality control standards, policies and processes for the daily collection, recording, receipting, depositing, and maintenance of gift revenues, pledges and other financial transactions in both electronic and paper form, including reconciliation with third-party services such as credit card processors.
  • Perform organizational and process analysis and develop plans to improve quality, gift processing production cycle time, and cost.
  • Work with the Advancement team to establish, document, and disseminate operating principles, quality control standards, policies, and processes for biographical records and data.
  • Prepare reports and review data integrity.
  • Serve as the primary contact and gift liaison with University Advancement staff members and other University departments regarding issues pertaining to gift administration.
  • Promote understanding and ensure compliance with Federal and State laws, University policies, and industry best practices.
  • Provide expertise on gift acceptance policies and procedures, fund accounting, and related policies, procedures and standards. In collaboration with Donor Relations & Stewardship, act as a resource to interpret intent of gift provisions and verify compliance with established gift acceptance and administration policies. Ensure the quality of gift data, review tax receipts, and respond to donor requests received via phone and e-mail.
  • Serve as the primary point person for gift-in-kind donations to ensure gifts are properly credited and receipted.
  • Review all signed gift agreements for proper coding and allocation. Ensure complex gifts are properly documented and recorded.
  • Review mass solicitations for proper coding, allocation, and compliance with Federal and State laws, University policies, and best practices.
  • Oversee and affirm the accuracy of annual reports, surveys, and benchmarking data related to gift revenues.
  • Ensure the safeguarding and security of incoming cash, checks, and credit card data through following University, industry, and PCI regulations and standards.
  • Recommend products, services, processes, and policies that enhance the gift administration function, create efficiencies, and leverage matching gift revenues.


  • Willingness and ability to work during University breaks and high-volume giving times.
  • Performs other duties as assigned.



Bachelor’s degree (BA, BS, etc.)


Three or more years of experience in advancement services or gift and pledge processing. Knowledge of financial processing and reporting. Advanced computer skills required including a working knowledge of development and financial systems, Microsoft Office and experience with CRMs. Strong analytical and planning skills.

Licenses or Certifications


Financial Responsibility

Makes financial decisions within university or accepted accounting guidelines, including review of financial reports, purchasing decisions, contract review/negotiation, etc.


Schedules, trains/coaches, evaluates and provides daily work direction to other employees.

Special Knowledge

Knowledge of applicable regulations and accounting practices that comply with IRS and industry standards pertaining to the processing and receipting of donations and CASE reporting standards. Advanced computer skills required including a working knowledge of development and financial systems, Microsoft Office and experience with CRMs. Ability to multi-task and detail oriented.


  • None

Marymount provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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