Director-Gift Administration

Position Details

Department: PCHF | Foundation

Location: Phoenix

Shift: Mon-Fri, Days, 8am-5pm

Category: Director/Management

Posting #: 1071128

Employee Type: Full-Time

Position Summary

Posting Note: Position Summary

The Director of Gift Administration leads the accurate, timely, and compliant handling of funds coming into and going out of Phoenix Children's Foundation. The role manages the end-to-end gift lifecycle - receipt, processing, documentation, acknowledgment, reconciliation, and record integrity - and oversees Foundation accounts payable, invoicing, and disbursement operations. Working closely with Finance, Data Management, and fundraising colleagues, the Director is a trusted resource on gift acceptance, revenue recognition, donor data accuracy, and spending controls.

As the Foundation grows toward its campaign goals, the Director will help strengthen and modernize these operations, moving manual handoffs toward documented, automated, and auditable workflows. The Director will also be an active partner in the Foundation's CRM transition, working alongside colleagues to ensure gift and financial processes are well supported in the new system.

Essential Responsibilities

Gift Processing Operations

• Direct daily gift entry, batching, and deposit across all channels and gift types, from cash and online gifts to securities, donor-advised funds, IRA distributions, in-kind, and planned gifts, and oversee lockbox, caging, and payment-processing vendors.
• Set and hold turnaround standards for processing and acknowledgment, and manage pledge setup, reminders, write-offs, and aging with Finance and frontline teams.
• Partner with the Director of Data Management on shared record and coding standards, with full responsibility for the team's adherence and accuracy at the point of entry.
• Drive automation and AI-enabled improvements, and serve as a business stakeholder in CRM selection, implementation, and data migration.

Compliance, Controls, and Reconciliation

• Steward the gift acceptance policy, advising on and escalating non-standard, restricted, and complex gifts.
• Ensure IRS substantiation and disclosure requirements are met, including quid pro quo valuations.
• Apply gift counting, crediting, and classification practices consistently, and help formalize them into documented policy.
• Coordinate monthly reconciliation of the CRM to the general ledger with Hospital Finance, and resolve variances.
• Put checks in place so errors and fraud get caught, such as making sure no one person handles a gift or payment from start to finish. Keep procedures documented and current, and serve as the main contact for the annual audit and credit card security (PCI) requirements.

Accounts Payable, Invoicing, and Disbursements

• Oversee Foundation accounts payable from invoice intake and coding through approval and payment, coordinating with Hospital Accounts Payable on payment execution and month-end close.
• Manage Foundation invoicing, including pledge, sponsorship, grant, and interdepartmental billings.
• Maintain the vendor file, including W-9s, vendor setup, and 1099s, and administer staff reimbursement and corporate card programs.
• Maintain payment controls such as approval thresholds, dual authorization, and payment-change verification, and keep budget owners informed on payables aging, accruals, and commitments.

Leadership and Partnership

• Recruit, develop, and lead the gift administration team, using clear goals and cross-training to eliminate single points of failure and prepare for peak periods like year-end and Giving Tuesday.
• Partner with fundraising teams, Finance, and Data Strategy & Analytics to ensure gift data supports accurate reporting and forecasting.
• Contribute metrics to the Foundation's scorecard and participate in weekly leadership meetings and quarterly planning.

Preferred

• Demonstrated command of a major fundraising CRM (Raiser's Edge NXT, Salesforce, Microsoft Dynamics 365, or comparable), including batch processing, fund and campaign architecture, and query or reporting tools.
• Working knowledge of IRS charitable contribution requirements, CASE reporting standards, and nonprofit revenue recognition.
• Advanced Excel skills and comfort working with large data sets.
• Direct experience overseeing accounts payable, invoicing, or disbursement operations, including vendor management and approval controls.
• Experience in a healthcare, academic medical center, or children's hospital foundation environment.
• Direct participation in a CRM implementation, conversion, or major data migration.
• Familiarity with process automation tools, AI-assisted workflows, or RPA in a back-office setting.
• CFRE, CPA, or bookkeeping and accounting coursework.

Working in close collaboration with the Vice President (VP), the Director of Foundation Development designs and executes on a comprehensive development strategy for the Phoenix Children's Foundation. The Director oversees and executes on both capital campaigns and ongoing fundraising efforts. This position also forms and manages the Phoenix Children's Foundation development team, and reports directly to the Vice President.

Position Duties

• Leadership:

• Cultivates existing relationships with vendors with the goal of ensuring sufficient space and resources, and access to services.

• Develops and implements strategies that will maximize the synergies among program areas.

• Team Management and Development:

• Develops and implements a system to evaluate the skill, experience, and professional development needs of all staff.

• Implements a professional development program to address employee experience and skill gaps.

• Works with staff to develop objective performance measurements across all sites, to ensure consistent, high-quality evaluation and goal setting for all employees.

• Instills a sense of accountability among team members by modeling tight oversight of individual and organizational performance standards.

• Recruits, hires, and oversees training and orientation of all staff members.

• Design Development Strategy:

• Works with the management team to identify funds needed, preferred funding targets, and approaches.

• Form and Manage Development Team:

• Works with the VP and senior leadership team to form a Development Team.

• Oversees Development Team and identifies staffing needs for campaigns and ongoing development.

• Fundraising:

• Conducts research, prospecting, and applications to multiple donor sources.

• Manages capital campaigns, engaging and overseeing capital campaign firms as necessary.

• Oversees ongoing development efforts.

• Build a Robust Donor Base:

• Develops and maintains key long-term relationships with donors and prospects.

• Communicate and Train:

• Trains and mentors Development Staff and communicates fundraising goals and progress throughout the organization.

• Performs miscellaneous job related duties as requested.