Athletics Gift Administrator

Colorado State University
Fort Collins, Colorado, United States
30 Sep 2017
End of advertisement period
28 Oct 2017
Contract Type
Full Time

Description of Work Unit

This is the best time to join Colorado State University. Over the past eight years, CSU has consistently surpassed fundraising records, doubled alumni participation in philanthropy, and closed two of the largest gifts in the university’s history. Soon after exceeding its first campaign goal of $500 million in 2012, CSU embarked on a much more ambitious path: The $1 billion “State Your Purpose – The Campaign for Colorado State University.” To date, CSU has raised more than $760 million, and with three years remaining in the campaign, yet another fundraising record will be set.

Division of University Advancement is integral to achieving and sustaining institutional excellence through fundraising and engagement efforts. The Division has one of the leading development teams in the country and places a strong emphasis on professional and personal growth for its employees, including educational opportunities, onboarding and mentoring programs.

The Office of Constituent & Gift Information advances the mission of the University and the University Advancement division by providing excellent information acquisition and management services for the University’s fundraising programs and initiatives. CGI is responsible for the acquisition and management of demographic and gift information pertinent to University constituents (including alumni, donors, parents, faculty/staff, trustees and prospects) using a large and complex relational database with data interfaces to a wide variety of university and external applications. As the University’s central gift administration team, CGI manages over 56,000 private support transactions on an annual basis. In addition, CGI manages a document imaging & workflow system to support fundraising needs. CGI receives, processes and manages information regarding charitable contributions and commitments to the university, assuring its accurate and effective transmittal to partner agencies (including CSU Foundation, CSU Research Foundation and CSU Business & Financial Services.) CGI oversees a full-range of gift administration, document management and workflow services; including solicitation planning and approval, gift fund management, and matching gift fulfillment.

Position Summary

This position plans, prepares, organizes, and conducts the creation and maintenance of complete, accurate and relevant gift data for donors and constituents of the university’s Athletics division. This includes the direct handling of all charitable donations and commitments supporting the Athletics division (approx. 10,000 annually) in a timely and accurate manner – assuring donor intent is honored and the needs of various university stakeholders are met. This position assists development staff, particularly athletics, with the planning and approval of mass solicitations. This position requires understanding, interpreting and applying complex federal/state regulations, IRS regulations, CSU gift policies, and CSU Foundation policies to minimize risk and maximize positive impact of charitable donations. Exercises influence to assure university partners act in accordance with all regulations and policies; delivers guidance in a time-sensitive manner while diplomatically negotiating deadlines and expectations of competing interests, offering alternative solutions and compromises as needed.

We are seeking a successful hands-on individual who has a proven track record with a collaborative approach and a customer-centric drive. The ideal candidate will be a consummate professional and will thrive in a fast-paced and results-driven team. This person will have a strong work ethic and a passion to continue our division’s success as a premier fundraising team.

This position works independently with limited supervision, reporting to the Managing Director of Constituent & Gift Information.

Required Job Qualifications

  • Bachelor’s degree in information systems, computer science, business, communications, liberal arts, nonprofit management, public administration or related field;
  • Minimum two years full-time professional experience in an advancement services (i.e. fundraising operations) position;
  • Minimum two years full-time professional hands-on experience managing data utilizing a proprietary fundraising relational database system, such as ellucian’s Advance/AWA system.
  • Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.

Preferred Job Qualifications

  • Four or more years full-time professional experience in a gift administration/acceptance position;
  • Thorough understanding of federal and state regulations (including IRS tax code), CASE standards and advancement services best practices, with proven ability to apply in a competitive, fast-paced, metrics-driven environment serving multiple competing interests;
  • Excellent information technology skills with demonstrated aptitude to learn and effectively utilize a variety of software tools at a ‘power user’ level;
  • Ability to prioritize and execute multiple responsibilities and schedules;
  • Ability to take initiative, exercise good judgment, negotiate diplomatically and work independently;
  • Excellent problem-solving skills with ability to anticipate and resolve issues;
  • Excellent written and verbal communication skills;
  • Thorough knowledge of gift administration concepts and accountabilities;
  • Experience working in multicultural environments

Diversity Statement

  • Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category Compliance/CSU Policy/Adherence to Tax Code Duty/Responsibility

  • Determine all aspects of an Athletic gift/pledge; (1) Is it a charitable donation, (2) How should money be administered and by whom, (3) what type of account should a donation be deposited to? Is a new account needed, (4) who are the appropriate persons to setup and authorize a new gift fund, (5) who are the appropriate signers of the agreement, etc.
  • Maintain current knowledge of advancement services profession; includes but not limited to university fundraising requirements, CSU and CSU Foundation policies and requirements, industry standard and best practices (CASE, NACUBO, AASP, etc.), government regulations/guidelines, legal requirements (IRS, etc.), etc.
  • Resolve gift and solicitation issues, including review and approval of complex gifts and solicitation plans
  • Advise all impacted parties to formulate solutions including athletics ticket office, athletics development staff, annual giving, donor relations & stewardship and the CSU Foundation. Includes documentation and recording of data
  • Protect both the university and the CSU Foundation from risk for non-compliance with federal/state regulations and could put CSU Foundation’s 501©(3) tax-exempt status at risk

Percentage Of Time 50% Job Duty Category Communication/University Impact Duty/Responsibility

  • Administer athletics gifts to assure accurate and timely recording; includes planning, organizing, prioritizing, setting goals, problem-solving, importing data files, and manipulating data
  • Will provide work direction to the data specialists
  • Will be responsible to negotiate contracts with outside vendors in conjunction with
  • CSU purchasing and external/internal stakeholders.
  • Make decisions using judgment and experience to determine the proper handling of both anticipated and received assets. These decisions are sometimes controversial and require creativity in terms of negotiating compromises and finding new ways to resolve issues while remaining in compliance with all pertinent federal/state regulations, university policies and CSU Foundation limitations
  • Relate and resolve issues with a donor-centric viewpoint, and responsible to make judgment calls on the fly, so as to continue a positive relationship with all stakeholders (including university leadership and major donors/prospects
  • Interact and discern each gift individually the data/donor/gift in a manner that reflects the stakeholders’ viewpoint but also will bring about consistent and fair handling. These ‘stakeholders’ include Development Professionals, Deans, Vice Presidents, President, Directors, Department Chairs and individual faculty who solicit contributions and whose programs benefit financially from these donor gifts

Percentage Of Time 35% Job Duty Category Testing and Analytics Duty/Responsibility

  • Tests, analyzes, problem-solves & recommends changes to Constituent Data Information System (CDIS)
  • Performs ongoing analysis of athletics constituent and gift data and functionality within the CDIS to ensure gift-processing efforts for athletics gifts are relevant, accurate, complete and timely.
  • Provides testing, analysis and recommendations for other auxiliary systems in existence now and implemented in future, including upgrades, enhancements and modifications to systems. Particularly the Athletics Paciolan system.

Percentage Of Time 15%

Application Details

Special Instructions to Applicants

Please demonstrate in your cover letter and resume any and all of the preferred qualifications that you meet. References will not be contacted without prior notification of candidates.

A $7,500 moving allowance may be negotiated at the time of hire.

Applications will be accepted until the position is filled, but for full consideration all materials must be received by 11:59pm on October 29, 2017. Prospective candidates should submit materials consisting of (1) a letter of interest responding to each of the qualifications; (2) resume; and (3) addresses and telephone numbers of three individuals, one of whom is/was an immediate supervisor, who has firsthand knowledge of applicant’s professional abilities. References will not be contacted without prior notification of candidates.

For any questions, please direct them to the search Chair, Katie Brayden at

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License

Search Contact

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Executive Director of Human Resources and Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.