Director of Advancement Services

Position Summary

The Director of Advancement Services has primary responsibility for leading and managing all functions in the Office of Advancement Services that are essential to the effective and efficient execution of the institution’s fundraising and college relations efforts.

Those functions include gift processing and receipting, development database management and reporting, donor records management, and prospect research / moves management.

The Director of Advancement Services reports to the Associate Vice President for Institutional Advancement and supervises a staff of eight.

Essential Duties and Responsibilities Database

• Serves as the primary Advancement database (currently CRM Advance) functional expert overseeing all efforts related to the ongoing maintenance and enhancement of the alumnae and development software.
• Designs, executes, and maintains customized database reports, lists, and queries to support the Office of Advancement Services operations and to fulfill requests for information from other institutional departments.
• Serves as the primary Office of Advancement Services advocate with vendor staff in troubleshooting database problems, clarifying system procedures, and implementing technology-based solutions to increase the effectiveness / efficiency of IA (i.

e., online giving, Lotus Notes / QFlow-based IA database, EFT).

• Maintains positive donor relations by ensuring the accuracy, confidentiality, and integrity of biographical, demographical, gift records, and other information.
• Develops new systems to automate manual processes that increase the efficiency of the Office of Advancement Services operation.
• Provides training opportunities and professional development to enhance the IA staff’s understanding and utilization of the system.

Administrative / Business Practices

• Hires, supervises and evaluates staff. Proactively guide the division’s ongoing efforts to identify the most efficient and effective procedures and best practices related to gift processing, lost alumnae tracking, research and prospect management, and other services.
• Directs and supervises all efforts related to the receiving, processing, and receipting of all private gifts to the College, including cash, checks, money orders, credit cards, payroll deductions, electronic fund transfers, online gifts, stocks / securities, wire transfers, real estate, deferred and in-kind gifts.
• Researches, implements, and enforces College policies and procedures for complying with IRS, FASB, and CASE / VSE regulations regarding charitable giving.
• Ensures that functions relative to research and prospect management are efficient and effective.
• Determines fiscal requirements for the department, prepares budget recommendations, monitors, verifies, and reconciles expenditures of budgeted funds.
• Develops, monitors, and evaluates yearly operational plans for the Office of Advancement Services to support departmental, divisional, and institutional priorities.
• Serves on various Division committees and task forces, i.e., Prospect Strategy Committee and Campaign taskforces.
• Establishes and evaluates measurable department goals and objectives annually.
• Advises the SVPIA on strategic data investments such as database conversions and new technologies that impact College fundraising activities and potential.
• Works with the AVPAO to manage division-wide priorities such as budget allocation and management and software and hardware purchase and management.
• Serves as a member of the Advancement Leadership Team and provides input into institutional and divisional strategies related to fundraising.

Shared accountability with IA leadership for all annual and campaign financial goals.

SUPERVISORY RESPONSIBILITIES

This position supervises a team of eight.

Required Qualifications Bachelor’s degree and six years of directly related and progressive experience or equivalent combination of education and experience are required.

The employee must have extensive knowledge of relational database and reporting tools, plus working knowledge of research techniques and processes.

The incumbent must have considerable knowledge of fundraising techniques with strong knowledge of IRS, FASB, and CASE regulations and reporting standards regarding charitable giving.

This position requires strong customer service focus and organization and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision

Excellent oral communication skills are required when presenting information and responding to questions from students, parents, employees and the general public in one-on-one or group situations.

Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails. Also, must be able to read, analyze, and interpret documents such as technical journals, legal regulations related to donations, and safety rules.

To perform this job successfully, an individual must have the ability to perform advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint).

In addition to producing correspondence, memos, and e-mails duties may involve assignments that require creating spreadsheets including formulas, tables, and the use of Lotus Notes, Banner Financial Module and Internet navigation.

Functionality with higher education fund raising software packages Microsoft Access and Crystal Reports is required. Preferred Qualifications Previous supervisory experience is preferred.

Knowledge of CRM Advance preferred.

CST Banner preferred Certifications, Licenses, Restrictions NA Physical Demands While performing the duties of this job, the employee is regularly required to : sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear.

The employee is occasionally required to : stand, reach with hands and arms, climb or stoop or kneel or crouch, and lift and / or move up to 15 pounds.

Specific vision abilities required by this job include close vision and ability to adjust focus. Shift Days % Travel Required 1% - 25% Full Time / Part Time Full-time Work Location / Schedule : This position is eligible for a hybrid work arrangement.

FLSA Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date