Job Summary

The Director of Gifts and Records Administration is a strategic leader who ensures the integrity, accountability, and effectiveness of the University's philanthropic operations. Reporting to the Executive Director of Advancement Operations, this position plays a vital role in advancing the University's mission by overseeing the full lifecycle of gift acceptance, processing, and records administration. Through exceptional leadership and sound judgment, the Director helps transform donor generosity into meaningful institutional impact.

This role is ideal for a collaborative and forward-thinking leader who enjoys solving complex challenges, driving operational excellence, and building systems that empower fundraising success. The Director serves as the University's subject matter expert on gift administration, guiding the application of institutional policies and ensuring compliance with IRS regulations, CASE standards, and California State University system requirements. As a trusted advisor to Advancement leadership and campus partners, the Director interprets complex regulations, develops practical solutions, and fosters a culture of accountability, service, and continuous improvement.

Leading the University's gift and records administration function, the Director is responsible for maintaining the accuracy, integrity, and strategic value of the donor database—the foundation for fundraising, financial reporting, donor stewardship, and executive decision-making. The position oversees gift valuation and processing protocols, strengthens data governance practices, and champions enhancements to systems, business processes, and reporting that improve efficiency and provide actionable insights.

Beyond operational leadership, the Director can shape the future of Advancement Operations by identifying innovative approaches to gift administration, leveraging data to support strategic priorities, and building strong partnerships across the University. The successful candidate will join a mission-driven team dedicated to fostering philanthropy, honoring donor intent, and creating lasting impact for students, faculty, and the broader university community.

Key Responsibilities

• Lead, mentor, and develop a team of gift and records professionals, fostering a culture of accountability, professional growth, and continuous improvement
• Establish clear performance expectations and provide ongoing coaching aligned with philanthropic goals and data quality standards
• Serve as an operational liaison to the Advancement Analytics and Insights, Tower Foundation Finance, Advancement Research and Prospect Development, Advancement IT, SJSU Finance and Business Services, and SJSU Financial Aid and Scholarships Office teams to ensure high-quality data inputs that support philanthropic productivity and gifts and records reporting
• Serve as the lead auditor for gift processing, ensuring adherence to the State Administrative Manual (SAM)
• Oversee overarching audit integrity for cash receipting and confidential donor record maintenance, including providing documentation for the annual Tower Foundation audit
• Oversee monthly gift and financial reconciliation processes in partnership with the Senior Gifts and Records Analyst/Administrator, ensuring data integrity between the CRM, the Foundation’s financial systems, and University accounts
• Partner with Advancement IT and Advancement Analytics and Insights to optimize CRM workflows, integrations, and automation to reduce manual processing
• Lead process improvement initiatives to support scalable operations and enhance data integrity across the division
• Evaluate key performance indicators related to gift and record accuracy and processing timeliness to drive operational efficiency
• Provide oversight in the timeliness and accuracy of gift receipts to donors, as well as reporting on gift receipting production in accordance with CASE, IRS, and University regulations
• Lead efforts by continuously researching, reviewing, and interpreting charitable gift laws and IRS regulations applicable to both the University, CSU system, and the Tower Foundation
• Manage and maintain records and donor contact for all gifts, working closely with the Tower Foundation team on account creation and pledge management

Knowledge, Skills & Abilities

• Working knowledge of, or the ability to develop proficiency in, the appropriate and ethical use of emerging technologies, including artificial intelligence (AI), in higher education and administrative contexts
• Ability to apply emerging technologies to support operational effectiveness, data-informed decision-making, and service delivery to students, faculty, and staff
• Demonstrated ability to support continuous improvement and organizational learning through the responsible application of technology within assigned areas of responsibility
• Ability to evaluate potential applications, promote responsible, ethical, and equitable use, and ensure alignment with institutional policies, regulatory requirements, and strategic priorities
• Ability to communicate with constituents in a professional and respectful manner
• Thorough knowledge of charitable giving policies and procedures, including IRS regulations, CASE Reporting Standards, CSU system policies, Financial Accounting Standards Board (FASB) principles, and the State Administrative Manual (SAM)
• Demonstrated ability to lead, mentor, and develop high-performing teams, fostering a culture of accountability, professional growth, and continuous improvement
• Comprehensive knowledge of relational database structures and workflows inside complex advancement CRMs (such as Salesforce, Blackbaud CRM/NXT, Affinaquest, or Ellucian)
• Ability to translate strategic goals into operational processes; expert skill in evaluating business workflows, implementing CRM optimizations, and driving process innovation without requiring custom scripting
• Knowledge of, or the ability to develop proficiency in, the appropriate and ethical use of emerging technologies, including artificial intelligence (AI), in higher education and administrative contexts
• Ability to apply emerging technologies to support operational effectiveness, data-informed decision-making, and service delivery to students, faculty, and staff
• Demonstrated ability to support continuous improvement and organizational learning through the responsible application of technology within assigned areas of responsibility
• Ability to evaluate potential applications, promote responsible, ethical, and equitable use, and ensure alignment with institutional policies, regulatory requirements, and strategic priorities
• Exceptional analytical and quantitative skills, with the ability to interpret complex data, manage financial reconciliations, and utilize statistical models to drive operational efficiency
• Proven ability to manage large-scale, multi-phase projects with evolving priorities and tight deadlines, maintaining composure in a complex, dynamic environment
• Expertise in advanced constituent database management (CRM), with a meticulous focus on data governance, security, confidentiality, and accuracy

Required Qualifications

• Bachelor’s degree from an accredited institution
• Five to seven years of progressively responsible leadership experience in advancement services, development operations, or higher education administration
• Experience supervising professional staff and building high-performing, service-oriented teams
• High-level proficiency with CRM systems administration, data governance, and gift administration in a complex, multi-unit organizational environment
• Documented success in maintaining audit readiness, ensuring regulatory compliance, and interpreting gift acceptance policies

Preferred Qualifications

• Advanced degree from an accredited institution
• Experience within the California State University system or a large public higher education foundation environment.
• Direct experience managing gift administration/processing during a comprehensive campaign
• Experience leading successful process improvement initiatives or optimizing gift administration frame

Compensation

Classification: Administrator II
Anticipated Hiring Range: $9,167/month - $10,000/month
CSU Salary Range: $5,053/month - $16,221/month

The final hiring salary will be commensurate with experience.

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: July 30, 2026 through August 5, 2026. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

People and Culture
jobs@sjsu.edu

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment, and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third-party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.