Description

Description

Reporting to the Fiscal Analyst 4 (working title: Advancement Finance and Gift Accounting Manager), this position combines daily gift processing with advanced responsibility for gift accounting, reconciliation, and data integrity for Advancement and The Evergreen State College Foundation. Working independently under general direction, the position evaluates, interprets, and reconciles complex gift and revenue transactions; analyzes fiscal data to identify trends, discrepancies, and compliance risks; and develops recommendations to improve fiscal accuracy, efficiency, and internal controls.

This position independently manages the full gift revenue lifecycle, from receipt and fiscal classification through reconciliation, audit documentation, and final reporting. This position maintains and oversees gift agreement documentation and record retention in accordance with institutional and state requirements. The incumbent ensures adherence to institutional fiscal policies, state regulations, and IRS charitable contribution requirements while maintaining the integrity of donor and revenue records across multiple financial systems.

Serving as the subject-matter expert on gift accounting, the position provides guidance to staff, prepares analytical reports for leadership, and contributes to the development and refinement of fiscal procedures and policies. This position carries supervisory responsibility for student and temporary employees supporting gift entry functions.

Advanced Gift Processing and Revenue Management
Accurately and consistently process gifts and pledges daily, record transactions, and prepare and reconcile daily deposits in accordance with Foundation and College policies, Council for Advancement and Support of Education (CASE) standards, and Internal Revenue Service (IRS) regulations; gift types include, but are not limited to:

• Cash, checks, and credit card payments
• Payroll deductions, recurring donations, and Combined Fund Drive distributions
• Donor-advised fund (DAF) distributions
• Stock and other securities transfers
• Wire transfers and electronic funds transfers
• Matching gifts
• In-kind gifts
• Memorial and honor gifts
• Grant and contract payments
• IRA Qualified Charitable Distributions (QCDs)
• Corporate sponsorships and event-related charitable revenue
• Bequests, estate distributions, and trust distributions
• Other complex or planned philanthropic transactions

Maintain and monitor third-party giving platforms, ensuring timely fund transfers and compliance with gift program requirements.
Record and reconcile gifts and pledges across Raiser’s Edge NXT and Banner Finance, verifying general ledger alignment, fund designation accuracy, and data integrity between systems. Monitor multi-year pledge schedules and major gift commitments to ensure accurate balance reporting.
Review gift agreements for accuracy and compliance with Foundation Gift Acceptance policies; serve as primary manager of gift agreement documentation, ensuring agreements are complete, properly executed, and stored in accordance with policy.
Prepare accurate and timely gift acknowledgments and donor tax receipts for all contributions, ensuring full adherence to institutional policies, CASE standards, and IRS substantiation requirements.
Evaluate donor and gift record integrity through systematic data audits, identify patterns of error or inconsistency, and recommend improvements to data standards and quality-control procedures to ensure accuracy across all fiscal reporting systems.
Provide expert guidance to donors on gift transactions, ensuring compliance with Foundation policies.
Respond to routine fiscal and administrative inquiries and escalate issues appropriately when clarification or approval is needed.

Fiscal Analysis and Reconciliation
Independently analyze philanthropic revenue and related fiscal data to identify discrepancies, trends, and anomalies, determine root causes, and develop and document corrective actions and document findings and resolutions for audit and reporting purposes.
Perform monthly, quarterly, and annual reconciliations of gift data and related fiscal transactions across donor management, payment processing, and other fiscal systems, including Raiser’s Edge NXT, Blackbaud Merchant, and Greater Giving, ensuring accuracy and alignment with Banner Finance.
Monitor and reconcile pledge activity, identify delinquent or lapsed pledges, and coordinate follow-up with gift officers to maintain accurate revenue projections.
Interpret reconciliation results, identify necessary adjustments, and prepare journal entries and documentation that reflect sound fiscal judgment.
Support fiscal year-end closing by completing required reconciliations and resolving outstanding discrepancies.

Reporting and Fiscal Monitoring
Analyze philanthropic revenue trends, fund performance, and fiscal data to produce analytical summaries, executive-level reports, and ad hoc analyses, including monthly fundraising reports, endowment contribution and annual endowment reports, pledge reports, quarterly assessment fee reports, and multi-year trend analyses, ensuring accuracy, completeness, and compliance.
Serve as subject-matter expert on philanthropic revenue accounting, gift entry standards, reconciliation procedures, and fiscal reporting.
Monitor and reconcile Foundation-funded scholarship accounts in accordance with Foundation budget and policy, including recapturing unspent funds.
Lead the end-to-end process for establishing and modifying gift funds by reviewing all restrictions, purposes, and accuracy, and coordinating with the Accounting Department as required.
Evaluate existing fiscal workflows and recommend improvements to strengthen internal controls, accuracy, and operational efficiency.

Compliance Interpretation and Risk Management
Interpret and apply institutional fiscal policies, state regulations, and IRS charitable contribution requirements to ensure compliant gift processing, revenue reporting and record retention practices.
Evaluate and strengthen internal controls across gift processing and philanthropic revenue functions, identify system risks, recommend policy improvements, and implement procedural changes to enhance fiscal accuracy, compliance, and operational efficiency.
Maintain and update gift processing procedures, ensuring alignment with institutional policy, IRS rules, and audit standards, and documenting changes for internal control purposes.
Provide technical guidance on complex fiscal processes and reporting interpretations, serving as the primary resource for compliance-related inquiries.
Prepare audit ready documentation and detailed explanations to support internal and external audit reviews.

Other Duties
Train Advancement and fiscal staff on gift processing procedures, revenue coding, and reconciliation practices.
Supervise student employees and temporary staff supporting gift entry and related fiscal functions.
Work at occasional major Advancement events, such as Return to Evergreen and Art of Giving, which occur on weekends and in the evenings.
Complete required training related to fiscal policies, internal controls, Advancement systems, and donor confidentiality.
May serve on committees and attend meetings as assigned.
Other related duties and projects as assigned.

https://evergreen.peopleadmin.com/postings/4563

Requirements

Ability to independently analyze complex financial transactions, reconcile cross-system fiscal data, and identify, investigate, and correct discrepancies with a high degree of accuracy and consistency.
Advanced knowledge of governmental and nonprofit accounting principles, fiscal policies, reconciliation practices, and gift processing standards and financial reporting requirements.
Ability to interpret and apply federal and state regulations, institutional policies, donor restrictions, and written guidelines related to fiscal operations, charitable contributions, and gift processing to ensure compliance and reliable reporting.
Strong attention to detail and ability to maintain accurate and consistent financial records.
Ability to interpret and apply CASE standards, Foundation and College policies, and IRS regulations to all gift processing and philanthropic revenue accounting activities.
Ability to prepare and reconcile fiscal statements, develop analytical reports, and present financial information to leadership for decision-making and audit purposes.
Ability to evaluate fiscal processes and recommend procedural improvements to strengthen internal controls, accuracy, and efficiency.
Excellent written and verbal communication skills, with the ability to provide courteous, professional customer service and build positive relationships with internal and external stakeholders.
Experience collaborating cross-functionally with program, finance, and senior leadership to support operational goals.
Experience collaborating across program, finance, and senior leadership teams while maintaining independent accountability for assigned responsibilities.
Advanced proficiency in Banner, Raiser’s Edge, payment processing, and financial reporting systems.
Proficiency with Microsoft 365, including advanced skill with Excel and other analytical tools.
Ability to design and produce complex fiscal reports, dashboards, and data visualizations using Tableau and Microsoft Power BI.
Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced, collaborative environment.
Ability to clearly communicate complex fiscal information and proactively identify and escalate discrepancies, risks, and solutions to leadership.
Strong organizational skills and a high degree of discretion in handling confidential financial and donor information.
Ability to work independently and exercise sound professional judgment under general direction.
Strong organizational and record retention practices.
Ability to develop and maintain clear procedural documentation.
Strong organizational skills, including the ability to prioritize daily workloads, meet deadlines, and manage recurring tasks.
Ability to adapt to new systems, processes, and changing priorities while ensuring consistent, accurate, and timely completion of tasks.
Ability to take initiative in problem-solving, researching solutions, and asking questions promptly when guidance is needed.
Adherence to the highest ethical standards with the ability to act with discretion and diplomacy.
Demonstrates initiative, creativity in problem-solving, and a strong, positive approach to challenges.
Stay up to date on changes in financial regulations and policies to ensure compliance.
Demonstrates receptiveness to constructive feedback and applies it to refine processes, improve accuracy, and strengthen fiscal operations.
Ability to work effectively with diverse staff, faculty, students, alumni, and the public and promote an inclusive working and learning environment.
Ability to respond to difficult situations with a respectful and professional demeanor, as well as to serve as a leader in the facilitation of positive resolution in such situations.
Ability to supervise student and temporary employees supporting gift entry functions.
Ability to work evenings and weekends occasionally.