Assistant Director Gift Acceptance & Special Projects

Job Requisition:

JR101614 Assistant Director Gift Acceptance & Special Projects (Open)

Job Posting Title:

Assistant Director Gift Acceptance & Special Projects

Department:

CC00288 WM001 | WMUA | AVP Principal Gifts & Gift Planning

Job Family:

Staff - Campaign Operations

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Discovery 1

Primary Job Posting Location:

William & Mary

Job Description Summary:

University Advancement creates the conditions for opportunity – human, financial & experiential – by garnering and stewarding the resources that advance William & Mary.

William & Mary Foundation’s defining and essential mission is to support the university’s people and programs. By seeking private support, and then diligently managing those funds, the W&M Foundation advances and furthers the work of William & Mary’s students and faculty —providing vital resources for scholarships, professorships, research and program funding.

Consistent with the university’s shared services agreement with the William & Mary Foundation (WMF), this position is assigned 50% effort to support Foundation Services LLC, a subsidiary of WMF, with the responsibilities outlined below.

The Assistant Director, Gift Acceptance and Special Projects reports to the University Recording Secretary in the Office of University Advancement. Under the direction of the University Recording Secretary, this position is responsible for assisting in the management of the university’s gift compliance strategy, donor agreement process, and development operations and policies.

The Assistant Director works collaboratively with diverse departments both within University Advancement and the University at large. This role will also execute periodic compliance reviews of restricted funds (endowed and current use) to ensure that gifts are spent according to donor’s intent. In addition, this position is a central point of gift agreement creation and management of gift approvals.

Other Responsibilities include (but not limited to):
• Conduct research as assigned in response to ad-hoc questions pertinent to existing gift fund purposes and restrictions.
• Carefully research and analyze archive documents utilizing all resources available including paper files, online resources and personal interviews to gather more information, including the conceptualization and implementation of search strategies.
• Draft and track donor commitments and agreements.
• Assist in the vetting of new gift restrictions.
• Maintain central access point for supporting documentation and legal documents for future reference.
• Special projects as assigned, including monitoring and updating the status of building projects.

The Assistant Director will help foster a culture of belonging that provides opportunity for all people and perspectives. This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

Read more details about our team and download the full position description here. https://advancement.wm.edu/come-work-with-us/open-positions/index.php

Job Description:

Required Qualifications:

• Bachelor’s degree in a related field and or the equivalent combination of education, experience, and training in a related field such as legal, finance, stewardship, or research.

• Knowledge of principles and practices records/information management and general office administration.

• Strong analytical and synthesis skills with the ability to read and analyze complex documents, extract critical information and apply complex guidelines and procedures.

• Highly developed writing skills with the ability to prepare and edit a variety of documents in a variety of formats as well as the ability to proofread and edit documents.

• Proficiency in Microsoft Office Suite applications with strong skills in Excel and data manipulation.

• Excellent oral and written communication, listening, and interpersonal skills, with the ability to work effectively with a diverse constituency.

• Excellent work ethic and integrity with a great propensity for detail and proven accuracy in all aspects of work.

• Possess intellectual curiosity with the ability to problem solve, set priorities, think analytically and propose effective solutions.

• Excellent time management skills with the ability to handle multiple and complex tasks concurrently, while maintaining a professional demeanor especially during stressful situations.

• Ability to maintain strict confidentiality; handle sensitive information and material in a discretionary manner, while exercising diplomacy and tact when working with individuals on and off campus.

• Demonstrated ability to exercise independent initiative, sound judgment and work under minimal supervision.

• Experience in project management and records/information management.

• Experience with a broad range of research techniques, web-based research, library resources as well as paper files.

• Experience performing a variety of writing tasks in a variety of writing styles.

Preferred Qualifications:

• Knowledge or familiarity with fundraising.

• Knowledge of project management software.

• Experience with legal research.

• Previous experience in higher education and/or nonprofit fundraising highly desirable.

Conditions of Employment:

• This position may require additional hours beyond the typical work week.

• Flexibility is required to work occasional evenings and weekends around major deadlines.

• Must have dependable transportation.

Job Duties:

40% - Gift Compliance & Research:

• Conduct research as assigned in response to ad-hoc questions from internal and external stakeholders pertinent to existing gift fund purposes and restrictions.

• Carefully research and analyze archive documents utilizing all resources available including paper files, online resources and personal interviews to gather more information, including the conceptualization and implementation of search strategies.

• Collect, synthesize and analyze research findings to produce briefings and reports in strategic and relevant ways, including creating actionable recommendations that inform decision-making.

• Maintain central access point for supporting documentation and legal documents for future reference.

• Other duties as assigned.

 

30% - Donor Agreement Process:

• Based on research of gift compliance and regulations, compose drafts of a variety of documents, including letters of commitment, gift agreements, correspondence, etc.

• Maintain proper internal controls over the acceptance and recording of gifts and ensuring compliance with donor intent, university policies, IRS regulations, federal and state laws, FASB, GASB, and CASE reporting standards, and best practices.

• Track & monitor donor commitment and agreement process ensure that they are completed in a timely manner.

• Assist in the vetting of new gift restrictions to ensure correct language is used and that donor intent can be followed.

• Provide information and or guidance to gift officers and others (with discretion), to ensure that all donor documents comply with university policies and industry standards, including CASE management and IRS guidelines on charitable giving.

 

30% - Special Projects:

• Create tracking system for monitoring and updating workflow and milestone status for ongoing and new building and facilities projects

• Assist in ongoing internal compliance audit for existing agreements

• Develop new and enhanced methodologies and reporting abilities for tracking and reporting gift documents.

• Other duties as assigned.

Additional Job Description:

Job Profile:

JP0456 - Gift Recording Specialist - Exempt - Salary - S09

Qualifications:

Compensation Grade:

S09

Recruiting Start Date:

2026-04-24

Review Date:

2026-05-19

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

 

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.