Contracts and Compliance Officer

Posting Details

Position Information

Position Title

Contracts and Compliance Officer

Position Type

Regular

Job Number

SA5382122

Full or Part Time

Part-Time 20-29 Hours (50%)

Fair Labor Standard Act Classification

Anticipated Pay Range

$38.00 - $42.00

Position Summary Information

Job Description Summary

Reporting to the Associate Vice President of Constituent Experience, the Contracts and Compliance Officer drafts, edits, and finalizes new gift/pledge agreements, amendments and other documents supporting new gifts for Chapman University. This role conducts research on gifts, pledges, amendments, donor giving histories, and other special projects as assigned and collaborates with other University offices to ensure gift documentation is in compliance with University policies and industry regulations. The Contracts and Compliance Officer also participates in internal audits and works with the Office of Institutional Compliance to implement any recommendations. This is a part-time, exempt position. Performs other duties as assigned.

Responsibilities

Gift Documentation

• Responsible for the new gift documentation process including drafting, editing, proofreading and finalizing gift and pledge agreements, amendments and supporting donor documentation.
• Conduct research on gifts, pledges, amendments, donor giving histories, and other special projects as assigned, utilizing University Advancement’s database and other resources as needed; communicate findings.
• Serve as the primary UA liaison to the Office of Legal Affairs to address any issues with gift/pledge agreements and amendments as needed.
• Identify contractual and policy issues related to compliance, conflicts of interest, or other legal issues to bring to the Office of Legal Affairs’ attention and collaborate with them to reach a resolution.
• Collaborate with the University Advancement division teams, Office of Legal Affairs, Financial Services, Investments and Administration, Risk Management, Financial Aid and other campus partners as needed to ensure gift/pledge agreements are in compliance with University policies, CASE Guidelines and IRS and other federal and state regulations.
• Utilize DocuSign for securing electronic signatures to fully execute agreements and donor documentation.
• Maintain the highest level of donor confidentiality.
• Keep current and accurate gift and pledge agreement and amendment documentation and electronic files.
• Prepare communications and trainings on agreements and gift documentation best practices, as requested.

Advancement Compliance and Internal Audits

• In collaboration with the Associate VP of Constituent Experience, oversee compliance with and periodic reviews and updating of the Gift Acceptance Policy, ensuring industry regulations and best practices are represented.
• Participate in internal department audits conducted by the Office of Institutional Compliance.
• Responsible for preparing for internal audits and ensuring any findings and recommendations are addressed, completed and integrated as needed.
• Conduct periodic reviews of donor funded accounts, including transaction histories and fund balances to ensure compliance with donor intent.
• Prepare communications and trainings, as needed, for updates to the Gift Acceptance Policy and compliance requirements.
• Stay informed on policies, laws, and regulations related to philanthropy and on industry trends and best practices for gift documentation and compliance.

Required Qualifications

• Bachelor’s degree required.
• Extensive experience drafting legal agreements.
• Meticulous attention to detail.
• Strong oral, written, quantitative and culturally competent communication skills including excellent use of grammar and proven ability to prepare, edit, and proofread documents.
• Exceptional organizational skills and the ability to manage multiple projects simultaneously.
• Strong interpersonal skills to communicate effectively with a wide variety of constituents including campus leadership, faculty, administrators and staff.
• Excellent customer service including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the university community.
• Ability to exercise initiative and independent judgment and to work with reasonable independence.
• Strong analytical and problem-solving skills to assess situations, obtain appropriate information and provide sound recommendations and significant decisions appropriate for the position level.
• Ability to maintain excellent digital records and donor documentation.
• Proven ability to interpret, adapt, and apply guidelines and procedures and to draft and edit internal policies. Understanding and knowledge of or the ability to become informed on best practices within donor relations.
• Proven ability to research, gather and analyze data and prepare reports for management.
• Strong computer skills and expertise with Microsoft Office Suite with advanced knowledge of Word, Excel, Outlook and SharePoint.
• Technical skills to learn and utilize database systems.
• Ability to maintain a high level of confidentiality, show excellent judgment, and to consistently conduct oneself in a tactful and diplomatic manner.

Desired Qualifications

• Juris Doctor (JD) degree strongly preferred or equivalent combination of a Bachelor’s degree and relevant experience.
• Background and experience working with estates and trusts preferred.
• Demonstrated knowledge of Chapman University policies and procedures.
• Experience in higher education.
• Experience working in a fundraising organization.

Special Instructions to Applicants

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents