GIFT CONTROLLER

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. 

The Gift Controller will work independently, under the general supervision of the Senior Director for Gift Services, to coordinate creation of new gift funds as an integral component of daily operations and sustained excellence across the University of Washington.

This position is responsible for the management and maintenance of gift budgets to ensure compliance with University fiscal policy, system requirements and process controls. This position will work closely with Endowment & Donor Services, Treasury, and Finance to assist in audits, coding, reconciliation, and reporting to support timely deposit and investment of gift funds.

Additionally, the Gift Controller will be a liaison with Information Management to develop requirements for tools and system enhancement to further support of University Advancement.

RESPONSIBILITIES:

Management of New and Existing Gift Funds (35%)

In collaboration with the Senior Director for Gift Services, create and maintain gift funds according to UW policies, established processes and procedures.
• Create new gift funds according to financial system requirements and formalized gift acceptance policy;
• Establish gift fund set-up procedures and best practices;
• In collaboration with Support Services Manager, ensure documentation of Gift Services budget process and procedures are accurate, accessible, and comply with all federal, state and University regulations;
• Create and maintain new fund request forms and resources.

Budget Maintenance (35%)

• Ensure existing gift funds adhere to financial system requirements and gift acceptance policy;
• Manage and maintain gift fund supporting documentation and records per state retention requirement;
• Routinely check gift fund activity and balances;
• Track and manage suspense funding activity for resolution for outstanding funds;
• Coordinate with Senior Director and Associate Director on internal and external audits;
• Elevate issues to Gift Services management as needed.

Department Liaison (25%)

• Work closely with Endowment & Donor Services (EDS) to establish new endowments in Tandem, and perform regular upkeep on existing endowments, including pool code updates and step-ups;
• In coordination with UW Treasury, Endowment & Donor Services, and Advancement Finance ensure endowments are accurately coded for quarterly investment;
• Coordinating with IM Business Analysts and Developers, innovate and streamline new and existing tools and forms;
• Improve and track changes in systems, tools as developed.

Core Operations Management (continuously overlaid in all duties)

This position works closely with the Assistant Director for Gift Operations on batching and processing and with Associate Director for Gift Services on batch audits.
• Assist with the day-to-day operations;
• Provide support on critical operation tasks such payroll gifts, event and gift uploads;
• Promote and maintain positive staff morale and productive work environment;
• Coordinate with management team, ensuring balance between daily tasks and projects;
• Develop and facilitate continuous improvement training sessions;

MINIMUM REQUIREMENTS:

Bachelor's degree in Information Science or related field and three years’ experience, familiarity with documenting processes and procedures for general users, and experience using complex technical platforms and systems.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

• Knowledge and working experience with constituent relationship management (CRM) systems, database management applications, and business intelligence software.
• Working knowledge of Relational Database Management Systems (RDMS).
• Demonstrated technical writing skills sufficient to prepare concise technical documentation.
• Demonstrated ability to inspire and lead change.
• Ability to prioritize many different assignments and remain flexible to accommodate unexpected contingencies.
• Must be a team player.

DESIRED:

• Previous work in University Advancement and/or Gift Processing in a non-profit organization.
• Knowledge of gift accounting and IRS procedures/regulations.
• Experience with the Ellucian Advance alumni/donor database.
• Experience with Microsoft Dynamics CRM and Workday
• Experience with lockbox/remittance processing and banking transactions.
• Experience with scan and electronic document management.

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, 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.