Assistant Director for Gift Documentation & Endowment Stewardship

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. 

University Advancement has an outstanding opportunity for an Assistant Director for Gift Documentation & Endowment Stewardship

The Assistant Director for Gift Documentation and Endowment Stewardship, working within the central Advancement’s Office of Donor Relations (DR), is a major contributor to the implementation of a comprehensive program to steward annual and endowment gifts. The UW is fortunate to manage and benefit from nearly 5000 individual endowed funds and over 3500 active current-use funds. The assistant director (AD) serves as the primary point of contact to review and process new endowment and current-use gift agreements, administrative documents, memoranda of understanding, and other documents supporting new gifts for the University of Washington Foundation. This position works closely with the Advancement community and finance partners (Treasury office, Gift Services, and Finance & Administration) across the University to ensure that all new agreements include language consistent with current laws as well as UW policies and practices. The AD works with gifts ranging from $25,000 to $10 million or more. 


Gift Documentation 
•     Primarily responsible for the oversight and management of processes related to the creation of new endowment documentation, multi-year current use fund agreements, and amendments of previously established funds 
•     Prepare and/or review endowment, gift, and naming agreements in coordination with advancement officers ensuring documented purpose and terms adhere to established policies 
•     Act as the primary contact for both internal and external inquiries about UW policies regarding the establishment of new gift agreements, including researching endowment/gift policy and compliance issues, and investment related questions 
•     Serve as primary UW Donor Relations contact with UW Attorney General’s office on legal matters pertaining to gift agreements 
•     Use internal Access database to track and manage gifts agreements; perform ad hoc queries and audits of information as needed 
•     Track and manage agreements through the e-signing process 
•     Manage electronic files in coordination with the Project Manager 

Fund Matching Tracking 
•     Facilitate, manage and track internal UW matching programs; promote efforts to trigger additional philanthropic investment through the leveraging of internal matching funds 
Fund Investment Processes 
•     On a quarterly basis, prepare financial reports for the Treasury office related to new endowments to be invested and University matching funds to be added to individual endowed funds 
•     Coordinate with colleagues in Gift Services and Finance and Administration to track internal transfers and endowment gifts in suspense 
•     Seek to enhance current processes and seek to implement new technology for added efficiency 

Reporting and Training 
•     On an annual basis, work with other members of the Donor Relations team to prepare the annual Consolidated Endowment Fund report to investment-level donors and friends. 
•     Train Advancement and University staff on fund establishment policies, agreement documentation, and other gift acceptance related practices; includes public speaking and written forms of communication 
•     Access University accounting systems for information on expenditures of donated funds. 
•     Oversee, refine and recommend new processes 
•     Performs other job related duties as assigned     
•     Bachelor's degree and a minimum of three years of professional experience, preferably in fundraising, communications, strategic marketing, donor relations or a comparable role with transferable skills including project management, writing, and/or data analysis. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree 
•     Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, Access and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc. 
•     Demonstrated ability to accurately query, report and analyze complex data sets utilizing enterprise-level relational databases (MS Access or SQL Server) 
•     Ability to clearly communicate complex policies and concepts to donors and other campus partners such as gift data issues and gift acceptance policies 
•     Initiative and ability to maintain excellent records 
•     Comfortable with handling and auditing financial information 
•     Attention to detail and thoroughness in completing assigned duties 

Effective communications:  Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. 
Interpersonal Awareness:  Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. 
Professional Credibility:  Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. 
Critical Thinking:  Obtains, analyzes and evaluates information effectively in the face of ambiguity.  Makes appropriate decisions based on relevant information and experience. 
Ethics and Trust:  Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures; acts consistently with Washington State ethical guidelines and organizational core values and beliefs. 
Valuing Diversity & Inclusiveness:  Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.     
•     Knowledge of fundraising databases (Advance) or other non-profit donor databases 
•     Knowledge of alumni relations/development/advancement principles 
•     Familiarity with higher education institutions and working in a complex organizational environment 
•     Knowledge of document management principles and systems     

Cubicle/Open workspace environment, which may result in additional or higher levels of noise and visual distractions.     

Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check 

Application Process: 
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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