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Higher Ed Administrative Careers - Development/Fundraising
Reporting to the Vice President of Advancement, the Senior Director of Advancement Services assumes a leadership role in the management of over 100,000 alumni, donors and other constituent records maintained in the Raiser’s Edge database system and used by the Office of Advancement.
The Senior Director of Advancement Services is responsible for fundraising reports, contact lists, fundraising software, and data integrity of all alumni, donor and constituent records, and is the lead supervisor for staff responsible for maintaining and enhancing the highly confidential data on the university’s Advancement Raiser’s Edge constituent management system. The successful candidate must be able to effectively and successfully organize and prioritize work of multiple projects, maintaining focus on details and meeting appropriate deadlines.
To apply, please send a cover letter, resume and list of 3 professional references to email@example.com.
Manages the gift/data entry staff that enhances records, enters and tracks all gifts, traces lost alumni, and runs reports, queries and exports as necessary for Advancement and other Eastern University staff.
Manages prospect research staff and oversees software for prospect research. Oversees prospect development tracking system and establishes best practices for moves management.
Hires, trains, and manages student workers and interns
Data integrity is essential to the success of Advancement activities and the incumbent will develop proactive strategies to constantly improve the integrity, database changes, address accuracy and interrelationships of data.
Has the senior responsibility of ensuring and maintaining the highest standards of data integrity for over 100,000 alumni, donors and other constituent records as needed in keeping the established policies and procedures.
Troubleshoots database issues for EU staff. Trains staff in database use.
Manages user roles and user security in databases
Responsible for the design, identification and implementation of improvements to the Raiser’s Edge system and business process as they relate to that system.
Work closely with Advancement Officers and other Advancement staff on records and other database related activities.
Represents the Office of Advancement both internally and externally in all processes and systems related to aspects of alumni/donor records and the processes and systems essential to their management and maintenance.
Maintain and update all policy and procedures for data entry and utilization within the Raiser’s Edge database.
Is the primary liaison with other university departments on matters relating to records management and is responsible for monitoring quality control of the information being entered into the Raiser’s Edge system.
Works with other Advancement program managers to coordinate the activities of interrelated work groups, i.e., gift management, alumni relations, etc. for the purpose of updating and maintaining records.
Is the departmental representative in charge of student information systems (CARS & Ellucian)/Advancement information (Raiser’s Edge) sharing, access and report requests.
Information Requests and Reports
Prepares data for Finance office for annual audit, including monthly gift data for reconciliation with Finance
Reviews daily gift reports for accuracy
Prepares reports for various departments including Advancement, Institutional Research, and President’s Office.
Prepares direct mail lists and constituent lists for fundraisers
Creates and/or reviews reports generated from the Raiser’s Edge information system for clarity and adherence to reporting standards, completeness and accuracy. Also prepares analytical and statistical material for internal and external use, including historical trends and income projections.
Prepares reports, mailing lists and email lists for various departments as requested.
Creates custom Crystal Reports as needed.
Manages and acts as the sign-off authority for official alumni counts and other biographic statistics according to industry standards for both public and private use. This includes providing counts and statistics for the university’s Office of Institutional Research, CASE, and others as is appropriate.
Budget, Planning, and Software Tools
Is responsible for preparing and managing the budget for the Advancement Services department.
Prepares an annual plan outlining goals and objectives of this position and tracks the ongoing performance to ensure accomplishment of the plan. The plan will also need to consider the broader goals and objectives of the Office of Advancement and Eastern University.
Assesses and analyzes new technologies in software, hardware, and storage systems to make appropriate recommendations for informational and archival requirements for donor records.
Is the primary administrator for all software tools, including but not limited to: Raiser’s Edge, NXT, Blackbaud NetCommunity, Marketing Cloud, Research Point, Tableau, PaperSave, Import-Omatic, Alumni Finder
Interpret and apply IRS tax laws and regulations regarding gift administration
Interpret and apply CASE reporting standards
Generates fundraising reports for distribution to Advancement monthly and the Board of Trustees quarterly
Looks for fundraising opportunities through data mining, reports, lost alumni research, etc.
Assists with the development and maintenance of the Blackbaud Net Community including the creation of necessary web pages, event registrations, and donation forms within the website
Oversees the Director of Prospect Development & Strategy with tracking solicitor lists and reports on solicitor activity
Oversees process of gift acknowledgments, including emails
Working collaboratively with the Executive Director of Advancement Marketing and External Constituent Engagement, creates and sends email appeals
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned by the Vice President of Advancement.
Embodies the values of caring and compassion, justice and integrity, and competence and affirmation according to Eastern University mission.
Seeks to treat each member of the campus community with fairness, dignity and respect, seeking a spirit of unity and harmony as we join together to achieve our common mission.
Knowledge, Skills and Competencies
Strategic Thinking - Keeps the University's strategic objectives in mind when developing and contributing to plans and initiatives for Advancement marketing and donor engagement. Is able to explain the link between program goals and the University's strategic direction to Advancement. Makes informed decisions based on a clear understanding of the impact and consequences involved. Considers key financial factors (e.g., budget, revenue, resources) when making decisions.
Change Adaptability - Stays focused on work and responsibilities in a changing work environment. Is able to quickly reprioritize to ensure resources (e.g., staff, systems, tools, etc.) are in place to achieve change objectives. Responds positively and is supportive of change initiatives.
Communication and Networking - Articulates thoughts clearly and is able to offer logical arguments to gain acceptance of an idea in a positive manner. Consistently communicates to colleagues and/or supervisor ensuring that everybody is well informed. Proactively builds informal networks at own level and uses them to drive results within the EU community.
Drive for Results - Actively supports the continuous improvement of policies to reduce inefficiencies and better achieve goals. Respectfully holds people accountable for the quality of their work and minimal errors. Strives to achieve challenging goals and works through obstacles.
Talent Development - Sets appropriate targets and provides open and constructive feedback to volunteers. Proactively spends time with Advancement colleagues to build rapport.
At least 3 to 5 years experience in higher education fundraising environment preferred.
Experience with constituent database management required.
Raiser’s Edge database experience preferred.
Demonstrated computer and software skills including MS Word, PowerPoint, Excel, database applications, email, and website applications.
Advanced Excel experience preferred
Tableau experience preferred
Experience in website management.
Blackbaud software experience preferred
Competence in analyzing data and producing specialized reports.
Must have knowledge of applicable tax laws, basic accounting, the fundraising process and the concept of donor relations.
Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through and simultaneously manage multiple priorities, maintaining focus on details, and meeting deadlines.
Ability to work cross functionally in a small team based environment.
Exceptional oral and written communication skills, including editing and proofreading.
Ability to use judgment and discretion.
Ability to maintain complex records and files.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
Ability to understand problems from a broader perspective and anticipate the impact of database administration problems.
Ability to effectively write and present reports.
Ability to effectively handle interpersonal interactions at all levels.
Ability to work both independently and in coordination with professional colleagues.
Ability to manipulate various database records to produce lists, mailing labels, and merged letters.
Ability to work in a fast-paced environment and adapt quickly to change.
Ability to make complex decisions, problem solve and work cooperatively and effectively with diverse individuals.
Candidates should be able to demonstrate: excellent interpersonal skills; proficiency in writing clearly and concisely; personnel management skills; the ability to appropriately use and manage sensitive and confidential data; excellent time management skills, including the ability to work well under deadlines and manage multiple projects simultaneously; proven success at establishing and achieving quantified objections; ability and desire to work independently and as part of a team.
The successful candidate embodies values of caring and compassion, justice and integrity, competence and affirmation. S/He will commit to the mission and values of Eastern University and will seek to treat each member of the campus community with fairness, dignity and respect, seeking a spirit of unity and harmony as we join together to achieve our common mission.
Internal Number: 379
About Eastern University
Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, Seminary, urban, professional and international programs. Applicants should have a religious commitment compatible with its mission. The university complies with federal and state guidelines of nondiscrimination in employment; members of the protected classes are encouraged to apply.