Colonial Williamsburg Foundation · 8 hours ago
Associate Director of Gift Documentation and Compliance
Williamsburg, VA
Full-time
Onsite
Senior Level, Lead/Staff
3+ years expThe Colonial Williamsburg Foundation is a renowned educational and cultural institution that aims to preserve and restore Virginia’s colonial capital. The Associate Director of Gift Documentation & Compliance is responsible for ensuring the accurate creation and compliance of restricted charitable gift documentation, managing the documentation lifecycle, and collaborating with various teams to fulfill donor intentions and institutional policies.
Museums and Historical SitesNon ProfitTour Operator
Responsibilities
Serve as the primary operational point of contact for receiving, evaluating, creating, processing, and distributing all new restricted gift documentation and gift abstracts
Work directly with Gift Officers and fundraising staff to review draft gift documentation (Pledge Forms, Gift Agreements, MOAs, and LOIs) to ensure that the terms and language fulfill the donor's wishes and stated intent
Manage and maintain the master inventory of all official naming opportunities established by gift documentation (agreements, MOAs, etc.)
Manage and maintain the master list of all official approved institutional restricted purpose language for endowment and expendable gifts
Serve as the operational compliance check, verifying that executed gift documentation aligns with established institutional naming policies and procedures
Provide timely reports to Donor Relations and Development teams on active, pending, and fulfilled naming opportunities to support effective donor recognition and fulfillment
Verify, in consultation with appropriate departmental and financial leaders, that the institution has the capacity, resources, and programmatic viability to fulfill the gift’s stated purpose and restrictions of the gift before final acceptance
Partner closely with the Special Gifts Administrator to ensure a seamless and accurate handoff of all approved gift documentation and data necessary for the Administrator to properly record the gifts in the donor database
Develop and implement regular compliance audits of all gift documentation to ensure that the donor's intent can be legally and operationally supported within the confines of the institutional Gift Acceptance Policy, CASE standards, and relevant IRS regulations
Partner with General Counsel and the CWF legal team to ensure gift documentation meets CW legal standards, relevant federal and state laws including UPMIFA, and meets the needs and requirements of the organization
Identify deviations from standard gift templates and consult with appropriate staff to clarify language or restructure terms; seek guidance as needed on complex gifts from General Counsel
Ensure proper documentation and compliance for all restricted gift vehicles, including endowments, restricted gifts, and gifts-in-kind
In collaboration with the Special Gifts Administrator, advise Gift Officers and Development staff on the necessary internal documentation, forms, and signatures required to submit a complete gift package for final processing
Distribute final executed gift documentation internally to Archives, Special Gifts Administrator, and the final distribution of fully completed and signed gift documentation to the external donor or their representative, ensuring accurate record-keeping of transmittal
Qualification
Required
Bachelor's degree or equivalent experience
3-5 years of direct experience in gift documentation, compliance or fundraising operations within a non-profit or higher education setting. Other experience with legal documents and legal processes will be accepted in lieu of fundraising experience
Deep tactical knowledge of IRS regulations pertaining to charitable giving and CASE standards for documentation and recording of gifts, pledges, MOAs, and LOIs
Exceptional auditing, organizational, and data processing skills with an unwavering commitment to detail and accuracy
Proven ability to interpret complex compliance requirements and apply them accurately in a high-volume, deadline-driven environment
High-level proficiency with developing workflow processes and procedures
Excellent written and verbal communication skills, including the ability to provide clear, procedural guidance to fundraising staff
Ability to exercise integrity and discretion in handling confidential and legal documentation
Preferred
Master's degree
5-7 years of direct, hands-on experience in gift administration, development operations, or related fields
Preference for paralegal experience
Company
Colonial Williamsburg Foundation
Colonial Williamsburg Foundation is an outdoor museum that offers historical and archeological experiences as well as guided tours.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Cliff Fleet
President and CEO
Sani Silvennoinen
Chief Development Officer/Senior Vice President for Development
Recent News
2025-06-21
2025-03-29
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