Temporary Fund Auditor and Compliance Manager - University Advancement

Temporary Fund Auditor and Compliance Manager - University Advancement Overview

Category

Faculty and Staff

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

The Temporary Fund Audit and Compliance Manager will lead a time-limited, high-priority project to review, align, and strengthen the university’s administration of endowed and current-use funds. Working in close partnership with Advancement, the Business Office, Financial Aid, and other campus stakeholders, this position will assess fund documentation, organizational alignment, scholarship compliance, financial usability, stewardship implications, and administrative processes.

The position will help ensure that Pacific’s philanthropic funds are accurately documented, properly administered, aligned with the university’s current structure, and ready to support future fundraising and stewardship activity. The role will also help prepare the university for future institutional integration by improving the clarity, consistency, and documentation of fund administration practices before broader institutional integration questions arise.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Fund Audit and Review

• Conduct a comprehensive audit of endowed and current-use funds
• Build and maintain a master fund inventory
• Review fund purpose, status, restrictions, balances, and related documentation
• Identify inactive, outdated, duplicate, unclear, or administratively unusable funds

Scholarship Compliance Review

• Prioritize review of scholarship funds needed for near-term awarding cycles
• Assess scholarship criteria and fund documentation for policy and compliance concerns
• Coordinate with campus partners to clarify awarding guidance and escalation pathways
• Support resolution planning for scholarships requiring additional review

Documentation and Donor Intent

• Match funds to gift agreements, fund descriptions, MOUs, amendments, and related records (within Raiser’s Edge and Box)
• Flag missing, inconsistent, or outdated documentation
• Identify cases where current fund administration may not align with donor intent or university policy (or proposed policies)
• Recommend next steps for clarification, amendment, or review

Restructure Alignment

• Review all funds in light of the university’s current academic and administrative structure
• Recommend updates to fund coding, ownership, and internal descriptions
• Coordinate with campus partners to align funds with current departments, schools, colleges, and programs
• Assess budget reporting for future access and monitoring

Process Mapping and Cross-Functional Alignment

• Partner with Advancement, Business and Budget Office, Financial Aid, and other stakeholders to document current-state workflows
• Identify gaps, inefficiencies, and breakdowns in communication, handoffs, and decision-making
• Recommend and support improved processes for fund setup, scholarship awarding, expenditure review, reconciliation, stewardship, and reporting
• Draft or revise procedures, guidance documents, and process maps

Finance and Operations Coordination

• Partner with Business Office staff to reconcile fund information between Advancement systems and university financial records
• Support clarification of fund availability and expenditure rules
• Recommend improvements to workflow, documentation, coding, and review processes

Policy and Stewardship Support

• Help develop updated procedures and recommendations for fund administration
• Support stewardship reporting improvements tied to more accurate and consistent fund data
• Identify downstream implications…