Gifts and Records Manager  (Full Time)
Location: Eugene, OR

Gifts and Records Manager

Department: Financial Services

Supervisor: Controller

Status: Full-Time, Exempt (40+ Hours/Week)



The Gifts and Records Manager, through regular contact on behalf of the Foundation with university staff, donors, and other clientele, daily demonstrates the Foundation's values of respect, trust, integrity, and commitment. The Gifts and Records Manager is responsible for managing gift and biographical constituent data, upholding gift recording and acceptance standards, preserving sensitive and confidential data, and performing financial reconciliations. This position plays an important role in collaborating across the Financial Services department. The Gifts and Records Manager must possess a strong understanding of gifts and constituent data, sharp analytical skills, and strong, clear communication skills, including the ability to effectively present information and respond to the needs of internal and external customers. 



  • Follow the principles of the Foundation's core values:
    • Trust
    • Respect
    • Integrity
    • Commitment
  • Motivated to contribute to the success of the Foundation
  • Communicate effectively
  • Teach through example and service
  • Practice professional curiosity and desire to learn
  • Maintain confidentiality 
  • Work safely



Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Assist the Controller in the supervision, hiring, evaluation, and training of Gifts and Records Analysts and Gifts and Records Specialists.
  • Coordinate and manage the Foundation's gift acceptance process. Ensures compliance with legal and regulatory requirements when accepting gifts; consults with Foundation external counsel when necessary.
  • Oversee the processing, accounting, recording, receipting, and reconciliation of gift, grant, and pledge revenue (cash, checks, securities, gifts in kind, credit cards, bank drafts, wires, matching gifts, payroll deductions, gift annuities, memberships, estates, life insurance, etc.) from alumni, friends, corporations, foundations, and other constituents of the university based on current Foundation policies and procedures and IRS requirements, with the ability to process as well.
  • Manage and oversee the Foundation's grant portfolio, including close work with the University of Oregon's Sponsored Project Services, the Office of the Vice President for Research and Innovation, and Foundation Relations teams to receive and manage University of Oregon grant funds, review and approve grant agreements and memorandums of understanding, and to ensure fiduciary responsibility and compliance.
  • Serve as the primary contact for internal Foundation team members and campus partners requests - researching, analyzing, responding, triaging, and providing timely and accurate responses to requests. Maintains accountability to ensure requests are resolved in a timely manner.
  • Effectively monitor, measure, and track staff productivity and performance and identify opportunities for staff learning and growth. Assists with development and maintenance of staff productivity reporting.
  • Uphold accuracy and ongoing integrity of fund information in the fundraising system, including new fund and fund modification requests. 
  • Analyze and research unusual transactions, evaluating donor histories to determine gift credit, identifying donor and donor intent, and recording gifts per audit requirements. 
  • Oversee daily processes to interface transactions from donor database to accounting database and works closely with the accounting team to reconcile gift and pledge transactions as required. 
  • Coordinate with Technology Services about reporting and system enhancements. 
  • Oversee monthly, quarterly, and year end reconciliations. 
  • Supervise staff in receipt processing. 
  • Liaison to donors and university with inquiries related to giving records, policies, and procedures. 
  • Serve donors and university with exceptional customer service. 



  • Performs various gifts and records tasks as assigned. 
  • Assist in establishing, revising, updating, and maintaining policies and procedures. 
  • Contribute to and participate in ongoing training and education with staff and partners. 
  • Participate in and collaborate on Foundation projects. 
  • Remain current on IRS requirements and standards for gift acceptance and receipting as well as other policies and laws that impact gift processing and donor confidentiality, including CASE standards, PCI compliance, GDPR, FERPA, HIPAA, and Oregon and federal laws. 



  • Bachelor's degree - Accounting, Finance, or Non-Profit Management preferred
  • Minimum of three years of gift and biographic data processing experience
  • Bookkeeping and accounting knowledge preferred
  • Demonstrated capability in the preparation of reconciliations and the interpretation of financial data
  • Proficiency with MS Office and advanced computer skills required (including a working knowledge of development and financial systems)
  • Ability to effectively manage multiple responsibilities and shifting priorities
  • Strong written and verbal communication and presentation skills
  • Excellent interpersonal skills and ability to work with a diverse constituency 
  • Ability to interpret and present data to varied audiences
  • Excellent attention to detail



  • This job is conducted in an office work environment, sitting most of the time
  • Approximately 90% of this position's duties require use of a computer
  • Must be able to exert up to 20 lbs. of force occasionally 
  • Some travel may be required



Compensation Range: $76,000/Year 

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University of Oregon Foundation | 1720 E. 13th Avenue, Suite 410 | Eugene, OR 97403-2253
Phone: 541.302.0300