Gift Governance Officer

Job Description

Te Whiwhinga mahi | The opportunity

We are seeking a highly accurate, efficient, and proactive Administrator to play a critical role in the operations of our Alumni Relations and Development (ARD) office. Our work covers fundraising, global alumni relations, communications, database services, and governance support for our external foundations managing donor funds.

This role upholds the integrity of our compliance process, which is governed by the Gift Acceptance Policy. The policy spans the full gift lifecycle, from donor due diligence and the preparation of formal Donor Gift Agreements to the provision of Award Letters and the critical assurance that funds are spent in a timely manner, in line with the donor's original intent.

The focus of this position is to produce and manage documentation, ensuring adherence to this policy at every stage. You will work closely with internal stakeholders, including fundraisers (Development Managers), finance staff, and fund beneficiaries.

Beyond administrative duties, such as drafting, editing, documentation, and tracking progress, we require a forward-thinking individual who can proactively lead process improvement projects. An exciting part of the role is our goal to leverage available AI resources, to significantly enhance automation and overall efficiency within our procedures, so we are looking for those with a genuine interest in AI and its application.

Your core responsibilities will include:

• Manage the Gift Acceptance and Due Diligence process, ensuring appropriate checks, signoffs, and documentation are completed in collaboration with the Research team and Associate Director BI.
• Handle the preparation and processing of Gift Agreements, including fund setup in our CRM Raiser's Edge NXT, pledge sharing, and direct communication with donors regarding their gifts.
• Drive process innovation by exploring the use of AI tools to significantly automate the creation of Gift Agreements and Award Letters.
• Prepare and issue accurate Award Letters to beneficiaries and assist Development Managers with Fund Queries, ensuring alignment of gift and payment data between Raiser's Edge NXT and University finance systems.
• Oversee Expenditure Compliance by actively monitoring fund spending, engaging with faculty staff regarding available resources, and periodically examining invoices against the gift's purpose.
• Provide Governance and Reporting Support to the Foundations General Manager, including preparing gift reports for quarterly board meetings and assisting with the distribution of board papers and donor reports.

This is a full-time (37.5 hours per week), permanent position. The salary range for this role is $65,000 to $72,000, negotiable depending on skills and experience.

Ideally, we are looking for you to start in early February, but we will conclude our interview process and offer by mid-December.

A full description of your duties and the role are provided in the position description linked HERE.

He kōrero mōu | About you

Are you an accurate, efficient, and proactive Administrator?

Do you have experience in a compliance role with tasks such as drafting, editing documents, and tracking the progress of multiple workstreams?

Do you consider yourself to be forward-thinking? Are you able to think ahead, identify opportunities for process improvement, and lead projects focused on enhancing automation?

Do you have an interest and practical experience in using AI? A key aspect of this role is the chance to leverage our available AI resources to boost efficiency.

E rapua ana mātou | We are seeking

• Qualifications & Experience: A tertiary-level qualification, or equivalent demonstrable professional experience.
• Accuracy & Communication: Proven experience in providing highly accurate information with an excellent standard of both written and spoken English, paired with strong numeracy skills.
• Technical Proficiency: Efficient and proficient use of the Microsoft Office suite (Outlook, Word, Excel).
• Work Ethic: Demonstrated reliability and efficiency, with the ability to ensure speedy and accurate task completion.

Highly Desirable Attributes (Preferred)

• Sector Knowledge: Experience working within a charitable organisation or a grant-giving/receiving environment.
• System Familiarity: Familiarity with Customer Relationship Management (CRM) systems, specifically Raiser's Edge NXT.
• Innovation using AI: A clear inclination or proven experience in experimenting with new AI tools, particularly around effective prompt building for automation and process improvement.

Ngā āhuatanga kei a mātou | What we offer

Waipapa Taumata Rau | The University of Auckland is New Zealand's leading university, employing more than 5,400 staff to support over 41,000 students.

We offer you the opportunity to join a dynamic, world-class institution in one of the world's most desirable cities. We cultivate an environment that supports your growth and rewards hard work with a range of excellent benefits, including:

• Competitive salary and five weeks of annual leave.
• Superannuation/Kiwi Saver schemes matched up to 6.75%.
• A brand-new refurbished office, centrally located.
• Flexible working arrangements, including two days working from home per week and adaptive start and finish times.
• Career development programmes and discounted on-site amenities.

Me pēhea te tuku tono | How to apply

Please submit your application online by the closing date of Wednesday, 26 November 2025. We may close the advert early if there is a high volume of applications, so please apply as soon as possible. Your application should include:

• A brief Cover Letter explaining why you're interested in this role and how your skills match the requirements.
• Your updated CV.

Additional Information

Equity

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