Advancement Services Manager

Primary Position Objectives

The UWC-USA program - a two-year experience that integrates our Academic, UWC CAS (Creativity, Activity and Service), and Residential curricula - prepares students to serve as catalysts for greater unity, peace and sustainability in the world. We support students in the practice of our mission during their two years on campus and challenge them to live our mission for a lifetime. The Advancement Services Manager understands and supports the mission of UWC-USA as fundamental to all Advancement Office activities. The role is to oversee and maintain the Advancement Office database and donor files, all gift processing and acknowledgement processes, mailings, and analytical and stewardship reports. The Advancement Services Manager will also play an important role in supporting a comprehensive campaign by providing donor reports, analytical reporting, document donor contact reports, and assist in constructing donor profiles and suggested gift amounts.

Position Responsibilities

Gift Processing

• Receive and post all gift information into the database
• Generate acknowledgment letters
• Generate and send monthly pledge reminders
• Generate and send inquiries to monthly donors who lapse or whose credit card becomes invalid
• Ensure that all steps from data management to stewardship of the donor are completed and appropriately captured in the database

Coordination with Business Office

• Generate gift validation documentation for the Business Office
• Perform monthly reconciliation in coordination with the Business Office
• Provide reporting, as appropriate, to the Business Office for financial reporting, including the annual audits and annual reports
• Routinely coordinate with the Business Office on daily deposits, workplace giving programs, stock transfers and other giving mechanisms to ensure full and accurate financial reporting
• Work with the business office to ensure compliance with IRS regulations, including appropriate acknowledgments of the gifts

Database Entry, Maintenance and Reporting

• Advise Advancement team leadership on data and reporting best practices and implement these practices as directed
• Add all new constituents to database following the established standard operating procedures
• Be familiar with and regularly update, as appropriate, the standard operating procedures for the database
• Update addresses and other constituent information in a timely manner to ensure accuracy
• Research and add work and higher education information on constituent records
• Add event attendance information to constituent records
• Record actions taken by assigned relationship managers and their visit reports
• Create queries, reports, spreadsheets, etc. from the database
• Produce donor lists for annual giving report
• Provide regular weekly and monthly reporting to the Advancement team and to the Associate Head for Advancement and President as needed; Create and maintain a weekly and monthly dashboard of key metrics to measure for the Advancement team.
• Prepare reports to support a comprehensive campaign including donor reports, campaign analytics, and documentation of donor contact reports
• Assist in constructing comprehensive campaign donor profiles and suggested gift amounts
• As needed, assists other members of Advancement Office staff with the creation and production of queries, reports, spreadsheets, etc.

System Administration

• Create and maintain donor files for all correspondence
• Work with credit card processors to ensure that donations are being received and transmitted
• Periodically assess the school's gift processing platform to ensure it is both cost-efficient and donor-friendly;
• Ensure the accuracy of UWC-USA's donor file by regularly performing NCOA updates, performing updates to data from third-party sources (e.g. wealth screening), reconciling any duplicates, updating deceased records, and other best practices to maintain data integrity and accuracy.

Mailings

• Create mailing lists/labels for solicitations, e-newsletters and publications, including support of the President's Office
• In consultation with other Advancement Office staff, create packages and appeals for direct mail and online solicitations
• Manage the mail merges from mailings lists
• Organize and take responsibility for processing mailings

Leadership

• All UWC-USA employees are expected to provide varying levels of leadership in order to support the UWC mission. Examples include but are not limited to:
  • Actively participating and contributing to committee or task force assignments, providing leadership in campus-wide events or initiatives, strategic planning efforts, in the experiential education program, the dormitories, dining hall, and/or in physical plant initiatives.
  • Initiating strategic discussions and sharing thoughtful and innovative ideas with your co-workers for carrying out the UWC mission and successfully completing day to day work assignments.
  • Demonstrating a growth mindset by believing and acknowledging that intelligence, skills, learning and creativity can all grow with time and experience.
  • In all interactions, upholding the UWC mission and values, and creating an environment that promotes and values diversity, equity and inclusion.