Title Position Reports To: Vice President for University Advancement
JOB SUMMARY:
Reporting to the Vice President for University Advancement and serving as a member of the Advancement senior management team, the Executive Director of Advancement Services (ED) is responsible for leading the administrative and financial operations, database use and management, data integrity, software use and management, prospect research, report generation, talent management, professional development and all related policies.
The ED leads the strategic design, development and implementation of support functions that provide a foundation for Advancement to achieve its goals in fundraising. The ED is charged with ensuring the alignment of Advancement support and administrative infrastructure with the strategies, tactics, and resources of the department. The ED serves in strategic partnership with the Vice President and peer senior leadership staff.
The ED builds, sustains, encourages, and supports productive relationships with and among colleagues in Advancement, External Relations and elsewhere at the University, develops and implements policies, practices, and systems across Advancement, facilitates the effective and efficient performance of the Advancement Services unit and individual staff, and promotes the pursuit of excellence in all aspects of Advancement's work.
RESPONSIBILITIES & DUTIES:
Provide leadership and strategic oversight of the Advancement Services program, working collaboratively with the Vice President and senior leadership team in planning and achieving the University's Advancement goals.
Define and implement services, processes, tools and policies for Advancement Services and ensure appropriateness, relevance, and integration across Advancement, in support of major gifts, engagement and participation, and donor relations.
Develop and oversee the Advancement Services functions and team members, including strategic planning and deployment of financial and staffing resources; establishing and measuring annual plans, goals, and performance metrics; ensuring clarity, privacy, integration and timeliness of data and sensitive information; efficiency of reporting and performance metrics; effectiveness of technology supporting the operations.
Provide management oversight and support to direct reports in assigned functional areas including budget and finance, human resources and talent management, reporting and analytics, and research.
In tandem with the Vice President, develop, secure and administer annual budgets from University. Create various schedules, reports and supporting documentation. Lead the short and long-range fiscal planning for Advancement. Lead the process to forecast, prepare, and implement Advancement budget. Provide financial and fiscal support for department budgets, technology budgets and other needed fiscal analysis.
Ensure compliance with federal and state laws, Donor Bill of Rights, CAE, AFP, CASE and other industry guidelines, best practices and standards.
Work in tandem with Advancement and External Relations colleagues to initiate and maintain a user-friendly CRM database that meets the needs and expectations of advancement, alumni engagement, donor relations and stewardship, and advancement communications staff.
Conduct a thorough analysis of the current database, in collaboration with the Vice President, to determine its efficacy and make a documented case for an alternate system should that be the recommendation to the President and Executive Leadership team as a result of this process.
Lead and support continued development of Advancement Services as a key strategic partner in the success of colleagues across Advancement and External Relations.
Plan, assign and review work of staff to ensure that group objectives are met. Hire, train, develop, and manage staff to ensure that a qualified staff exists to meet group objectives.
Create, maintain, document, and update administrative systems and policies to manage daily operations for Advancement.
Oversee the creation and distribution of reports for Advancement colleagues, Board of Trustees, President's office and other internal and external constituencies as needed.
Create and implement a robust system for timely and accurate recording and reporting of all gifts that allows for timely and efficient thank you letters, information sharing with Advancement colleagues, and other internal and external constituents. Reconcile monthly figures with Controller's Office.
Ensure adherence to Internal Revenue Service (IRS) regulations and Council for Advancement and Support of Education (CASE) standards for reporting and gift acceptance.
Oversee phone, address, and email append operations aimed at database improvement.
Provide oversight of online giving, online event registration, and e-communication systems.
Train division personnel on Raiser's Edge software and relevant Advancement platforms and procedures.
Direct system support from the Office of Information Technology and Resources; plan and direct system upgrades and maintenance.
Advise Advancement and External Relations on best practices for utilizing the Advancement database to accomplish departmental goals.
In tandem with Vice President for University Advancement and Donor Relations Coordinator, develop a thorough and clear process for creation and distribution of annual endowment reports.
Manage Advancement benchmarks against aspirational peers and prepare regular comparison and progress reports including managing the VSEC management checklist reports and annual updates.
REQUIREMENTS:
Technical expertise in database management and system tools, specifically Raiser's Edge, Microsoft Access, and SQL; knowledge of IRS and CASE requirements for non-profit fundraising.
Experience using services including but not limited to Lexis-Nexis, EverTrue, Wealth Engine and Alumni Finder (for alumni tracking).
Experience preparing, analyzing, and interpreting data.
Demonstrated knowledge of organizational mission and direction; demonstrated knowledge of structure, policies, and procedures.
Strong operational and project management skills; strong organizational skills; utilization of team facilitation and meeting skills.
Execution of planning regimen on an individual, program, and institutional partner level.
Demonstrated skill in staff management and program integration; ability to work in close and effective coordination with internal partners both within and outside Advancement.
Ability to effectively manage multiple priorities; ability to manage significant change.
Ability to prioritize workload according to volume, urgency, etc.
Expert interpersonal and written communication skills.
EDUCATIONAL/EXPERIENCE REQUIREMENTS:
Bachelor's Degree from a four-year accredited institution, preferably business administration, Computer Science or public administration. Minimum of eight years of progressively responsible professional level managerial experience in higher education Advancement database, including supervisory, budget and leadership experience and/or business experience required.
POSITION(S) SUPERVISED:
Director, Associate Director and two (2) Specialists.


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