Director of Advancement Operations

Job Description

Department:

Advancement Operations and Research

Pay Rate Type:

Salary

Employee Type:

Job Summary:

The Director of Advancement Operations is responsible for the day-to-day operations in support of the engagement and philanthropic functions of the division. This position reports to the Assistant Vice President of Advancement Operations and Research and supervises a team in the areas of data entry/integrity, gift processing, data administration, coordinating technology implementations/automations and training, as well as web applications and third-party tools. The fundamental job of the director is to oversee the creation of systems, standards, tools, resources, and protocols which promote efficiency, effectiveness, cooperation and collaboration between all areas of the division.

Key responsibilities include directing the operational aspects of the division; overseeing and managing the advancement Raiser’s Edge NXT database; the integration of third party software and constituent data; training of all new hires and current division staff as needed; initiating and implementing projects to ensure departmental efficiency and effectiveness; policy and procedure creation and maintenance; overseeing gift processing; and providing divisional data for solicitation, communication, and to assist directors in planning and making business decisions.

The director must be able to effectively and successfully organize and prioritize the work of multiple projects, maintaining focus on details, meeting appropriate deadlines, and maintaining a positive and professional customer service attitude.

Essential Functions And Responsibilities

To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, employ the knowledge, skills, and abilities as listed in representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

• Accountable for the accurate recording of all charitable gifts and non-charitable event revenue to the College, including the accurate recording of pledges and the reminder/payment process
• Prepare data lists and analyses for advancement division as well as other departments across campus including the president’s office, academic departments, and affinity groups
• Prepare and coordinate fundraising and industry surveys
• Act as primary liaison between Advancement Operations and Information Technology Services (ITS) regarding management of data system, computer equipment and printers, and network issues
• Provide data system and basic software support, including usage and training (RE NXT database, PaperSave, Omatic, and additional support software)
• Maintain the highest standard of data integrity for 130,000 alumni, donor, and other constituent records
• Coordinate meetings with other directors to ensure department and staffing needs are identified and met in proactive manner
• Work closely with the Financial Services on reconciliations, stock gifts, and audit reports
• Review technology needs, upgrades, and liaison regularly with ITS in proactive manner
• Maintain regular communication with other departments to enhance our alumni and constituent data
• Identify and reach out to external constituencies and vendors to enhance alumni and donor data, as needed
• Test advancement systems and technologies, and train all new hires and current division staff
• Manage a team of five staff members and supervise three direct reports
  
  

Position Qualifications

Minimum Qualifications:

Education and/or experience:

• Bachelor’s degree or the equivalent in education and experience, advanced coursework a plus
• 5 years of experience in a higher education fundraising environment or a relevant professional setting, with a strong understanding of advancement services, donor engagement, and fundraising operations
• 5 years of supervisory experience with demonstrated skills in leadership and management
• Understanding of industry norms around gift acceptance, fundraising and foundation/IRS compliance
• Strong data analysis skills and a demonstrated understanding of relational database structure
• Must be flexible, have great attention to detail, show initiative, and have a results-driven philosophy with the ability to problem-solve
• Excellent written and oral communication skills; able to communicate effectively with a wide range of constituents
• Unflappable in the face of multiple challenges, highly motivated, disciplined work ethic, an entrepreneurial spirit, positive attitude, and a creative approach
• Excellent organizational skills including experience independently overseeing complex projects and programs
• Must be adept at problem solving and using judgment in situations requiring independent initiative and tact. Sensitivity to and ability to maintain confidential information. Ability to anticipate needs, see opportunities and use good judgment in dealing with confidential information. Must be able to analyze and review operational procedures, identify problem areas, and optimize performance through procedural changes.
• Ability to work collaboratively and make an impact in a complex, fast-paced, and team-oriented environment
• Demonstrated proficiency in computer and software skills, particularly in fundraising databases, CRM systems, Microsoft Office (Excel, Word), and Google suites.
  
  

Physical/Mental Demands

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same.
• The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required.
• There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations.
• While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities.
• There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor.
• An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions.
• Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.
• The overall work environment requires the mental ability to shift focus quickly due to interruptions; an employee must be able to mentally track multiple projects and tasks as well.
• The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds.
  
  

To Apply:

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.