<p>Vanderbilt University is a world-class research institution and a leader in higher education, renowned for its commitment to academic excellence, innovation, and community impact. As part of our mission to fuel discovery and support students, faculty, and research, Vanderbilt receives 60,000-70,000 gifts annually from a loyal and growing community of donors.</p> <p>We are seeking an innovative, strategic, and service-oriented leader to serve as the Executive Director of Gift Administration. This crucial role oversees the full gift lifecycle-from acceptance and processing to documentation and financial reporting-ensuring a seamless, compliant, and highly personalized donor experience. The Executive Director will collaborate with key departmental leaders to help shape how Vanderbilt engages with donors, delivering a best-in-class experience that reflects the university's values and vision.</p> <p>By fostering operational excellence, embracing technology and process innovation, and leading a talented team of professionals, this role directly supports Vanderbilt's advancement strategy and enhances the impact of every donor's investment in the university's future.</p> <p>About the Work Unit:</p> <p>The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University's teaching and research programs. Learn more about our department at https://www.vanderbilt.edu/dar/</p> <p>Key Responsibilities:</p> <p>Gift Acceptance & Documentation:</p> <ul> <li>Lead the refinement and implementation of policies and procedures for the acceptance of gifts (e.g., cash, securities, real estate, planned gifts). </li><li>Lead the execution and crafting of gift agreements. </li><li>Ensure compliance with federal and state regulations, as well as university gift policies. </li><li>Partner with Gift Planning, Legal and Finance to ensure proper documentation and acceptance of complex gifts. </li><li>Ensure gift designations are coded to reflect donor intent and support reporting requirements. </li></ul> <p>Gift & Pledge Processing:</p> <ul> <li>Lead efforts to process incoming gifts and pledges, ensuring the timely and accurate recording in the donor database and the university's financial systems. </li><li>Assure all gifts are receipted timely and accurately in compliance with IRS regulations. </li><li>Ensure pledges are recorded accurately in the donor database and the general ledger and that accurate reminders are sent in a timely manner. </li><li>Oversee the preparation of all necessary reports for internal and external stakeholders. </li><li>Implement and continuously improve systems and processes that ensure timely and accurate processing of gifts, issuing receipts, and responsiveness to donor and colleague inquiries. </li><li>Prepare and present reports to senior leadership regarding the status of gift processing, compliance, and the quality of services provided to donors. </li></ul> <p>Gift Accounting & Reporting:</p> <ul> <li>Foster relationships with key school and unit business officers to ensure accurate and effective information flow. </li><li>Work with the finance and accounting departments to ensure that all gifts are properly accounted for in compliance with generally accepted accounting principles (GAAP) and institutional accounting policies. </li><li>Lead the preparation and submission of financial reports related to gifts, ensuring the accurate reporting of revenue for audit and tax purposes. </li><li>Develop, implement, and oversee internal controls to safeguard gift processing and accounting integrity. </li></ul> <p>Leadership & Team Management:</p> <ul> <li>Lead and manage a high-performing team of professionals responsible for the overall gift acceptance and recording experience. </li><li>Provide mentorship, professional development, and performance management to staff members. </li><li>Foster a collaborative and donor-centric team culture that prioritizes the donor experience while maintaining operational efficiency alongside high quality internal communication and service to colleagues. </li></ul> <p>Strategy & Process Improvement:</p> <ul> <li>Lead collaborative, cross-functional working groups to develop system enhancements that will improve the quality of gift data and streamline operations at all levels, from entry to reporting. </li><li>Continuously assess and improve systems and procedures to enhance efficiency and accuracy. </li><li>Identify opportunities and develop solutions for automation and innovation in the acceptance, processing and accounting for gifts. </li><li>Develop and implement strategies to enhance the donor experience, ensuring all gifts are processed with a high level of personalization, efficiency, and care. </li><li>Other duties as assigned </li></ul> <p>Supervisory Relationships:</p> <p>This position has the supervisory responsibility for three areas - Gift and Donor Service, Gift Acceptance, and Gift Accounting. Therefore, will directly supervise 3 employees, while managing a team of approximately 12 employees.</p> <p>This position reports administratively and functionally to the Associate Vice Chancellor of Finance and Business Services.</p> <p>Work Environment:</p> <p>This is a hybrid role based in Nashville. The expectation is for this position to be on campus 1 day per week or more depending on business needs.</p> <p>Qualifications:</p> <p>Education & Experience:</p> <ul> <li>Bachelor's degree in business administration, accounting, nonprofit management, or related field. Master's degree and/or CPA preferred. </li><li>10+ years of progressive experience in a professional environment requiring a high level of customer service and attention to detail. </li><li>Experience working with high-volume operations with defined processes and associated checks and balances. </li><li>Experience managing financial data and related controls to ensure confidentiality and accuracy </li><li>Experience managing databases or information systems. </li><li>Demonstrated effectiveness in collaborating across a large organization. </li></ul> <p>Skills & Competencies:</p> <ul> <li>Strong leadership and team management skills, with the ability to foster a collaborative and effective work environment. </li><li>Excellent understanding of gift acceptance policies, accounting standards, and IRS regulations. </li><li>Proven experience in developing and refining processes in a high-volume environment. </li><li>Exceptional attention to detail and organizational skills, with the ability to handle multiple tasks and deadlines. </li><li>Strong analytical and problem-solving skills, with the ability to develop innovative solutions to complex issues. </li><li>Excellent communication and interpersonal skills, with the ability to work with donors, staff, and senior leadership. </li><li>Proficiency in donor management software and Microsoft Office Suite; experience with financial systems and reporting tools is preferred. </li><li>Demonstrated success in working across teams and disciplines - facilitating solutions, designing new ideas, and driving forward priorities </li><li>The capacity to perform in an intellectually rigorous and complex academic environment </li><li>Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to ever changing priorities are essential </li></ul>