Director for Advancement Services
JOB TITLE: Director for Advancement Services
REPORTS TO: Director of Advancement
The Director of Advancement Services fulfills the University's mission by leading strategy for, and overseeing day-to-day operations of, the Advancement Services area, including database management, donor relations, budgeting, gift processing and other systems.
- The Director of Advancement Services reports to the Vice President for Advancement, who reports to the President of the University.
- The Data Support Specialist (future hire) is a direct report.
- Advancement Services is an area that provides data management, data services, and reporting, the Director maintains close working relationships with liaisons across campus, including information & technology services (OTIS) staff, Finance staff, Student Financial Services staff, Enrollment Management staff and Institutional Research & Effectiveness staff.
Essential Duties & Responsibilities:
- Lead strategy and provide long- and short-term planning for information services for Advancement.
- In collaboration with various constituents, oversee the development of policies, such as gift acceptance policies, database policies, and counting guidelines.
- Act as the primary manager of the advancement CRM (Raiser’s Edge) for fundraising and prospect management.
- Supervise and evaluate staff who process gifts and manage data. Responsibilities include report preparation, systems documentation, records maintenance, timeliness and efficiency of gift processing, reconciliation and transfer of funds to appropriate accounts, and the deposit and acknowledgment of gifts.
- Train other advancement staff on data policies and processes, as well as the use of the advancement database. Authorize and record security permissions in the advancement CRM.
- Develop business processes for anticipating and meeting constituents' needs. Run, maintain, and develop reports and queries to monitor data integrity and to serve management and constituent reporting needs. Work with other departments including the Registrar and Admissions to continue to improve data entry and data capturing processes across the University.
- Manage relationships with vendors, such as providers of database, online giving, and prospect research services.
- Develop, implement and evaluate the success of a comprehensive donor relations program which appropriately and consistently promotes interaction with and recognition of donors at all levels, and supports the prospect management process.
- Manage multiple projects with strict deadlines and detailed requirements.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
- Bachelor’s degree required
- Bachelor’s degree and five to seven years of relevant experience.
- Ability to communicate effectively and bridge with both technical and non-technical staff.
- A comprehensive understanding of Advancement Services as a functional area,
- including gift processing,
- donor relations,
- customer service,
- prospect management,
- information security, and
- data maintenance.
Competencies, Knowledge, Skills & Abilities:
- Data analysis skills as well as the ability to create documents, spreadsheets, timelines and reports are required and will need to be updated frequently.
- Ability to understand alumni and development database structures, database development, and database management, including security auditing, and patch testing.
- Knowledge of gift processing and stewardship policies and procedures, including IRS regulations.
- Organization, prioritization, judgment, discretion and problem-solving skills.
- Excellent customer service skills and a commitment to continuous improvement.
- Prepare management reports, systems documentation, records maintenance, use and support of computer-based information systems, reconciliation and transfer of funds to appropriate accounts.
- Direct supervision of the Data Support Specialist, who is responsible for the processing and acknowledging of:
- pledge payments
- matching claims
- memorial gifts
- honor gifts
- Other contributions to the University which may often be of significant dollar values.
- Monitor the timeliness and efficiency of processing, and assure that all corresponding links in the database are updated and maintained as gifts are processed.
- Record links may include but will not be limited to:
- spouses and other family members; other
- alumni and friends;
- Corporations/foundations to employees/owners, etc.
- Interact with Advancement colleagues and the Office of Student Financial Services, regarding the processing, reporting, and logging of major and other gifts, and processing requests for data.
- Develop and assess policies and procedures of the Office of Advancement and across the University that are essential for a comprehensive donor relations program.
- Proactively support the stewardship actions of the Advancement staff’s gift portfolios by coordinating stewardship plans for donors and prospects in their respective portfolios, including reporting on endowed scholarships and other endowment income.
- Enter, monitor and analyze donor and prospect participation in events.
- Evaluate the effectiveness and impact of the stewardship program and make recommendations for enhancements where appropriate.
- Work closely with Finance Department to reconcile monthly giving, prepare documents for the auditors, quarterly payroll deduction giving and provide information for the creation of the 990.
- Work closely with the Data Support Specialist on the production of donor lists donor recognition material as well as the creation appropriate invitation and mailing lists.
About The University:
University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years. After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.
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