Assistant Director of Advancement Operations & Donor Engagement

Saint Peters University•Jersey City, NJ

About The Position

Under the supervision of the Director of Advancement Operations & Analytics, the Assistant Director oversees advancement operations, data integrity, reporting, and systems supporting fundraising, donor engagement, and scholarship stewardship. The role owns day-to-day donor stewardship and acknowledgment work and manages gift, pledge, and scholarship data from start to finish, ensuring compliance with accounting and audit standards. It serves as the primary liaison to the Finance Office and connects Advancement Operations with Donor Engagement through oversight of donor acknowledgments, gift and tax receipting, pledge reminder correspondence, and scholarship stewardship reporting. The position supports Donor Engagement's ongoing day-to-day needs, particularly until the Director of Donor Engagement position is filled, in coordination with University leadership. It assumes greater responsibility for data management, scholarship and stewardship oversight, donor-facing work, reporting, and process improvement, while delegating routine transactional work to part-time and student staff. Saint Peter’s University is a Jesuit university established in 1872, with more than 50 undergraduate majors and master's and doctoral programs. Its campus community is described as diverse, collegial, and inclusive, and the University emphasizes academic excellence, education, innovation, community engagement, and support for its approximately 4,000 students. This is a full-time, 52-week-per-year position. Regular business hours apply, with flexibility for occasional evening and/or weekend hours according to University needs. The salary range is $60,000–$70,000.

Requirements

Bachelor's degree or equivalent experience.
Four to five years of professional experience in advancement operations, donor engagement or stewardship, fundraising administration, data management, or a directly related field.
Demonstrated experience with advancement CRMs and related platforms, including Raiser's Edge NXT.
Demonstrated experience with donor-facing communications, such as acknowledgments, receipting, or stewardship reporting.
Strong analytical, organizational, and communication skills, with attention to detail, discretion, and data integrity.
Organizational, communication, and interpersonal skills.
Ability to work independently and collaboratively in a dynamic environment.
Commitment to community engagement, service, leadership development, or related work.
Ability and willingness to perform professional and technical, administrative, and clerical tasks.
Ability to use standard office productivity software, tools, and University systems, such as MS Office Suite and Google Suite equivalents.
Ability to efficiently organize and manage large amounts of data, information, and records, with attention to detail.
Ability to interact and communicate effectively with individuals from diverse backgrounds and at all levels of the organization.
Ability to build relationships, work effectively in a team, and anticipate the needs of others.
Ability to provide high-quality, customer-oriented service, solve problems, listen effectively, and follow through.
Ability to assess departmental processes and recommend improvements.
Ability to maintain integrity, confidentiality, and sensitivity when handling personal donor and constituent information.
Ability to demonstrate commitment to the University's Jesuit heritage, ideals, mission, and work supporting students.
Ability to meet departmental and work-area expectations, including consistent and timely attendance.
Must be able to remain stationary for extended periods, attend in-person meetings and events on and off campus, and operate a computer for extended periods.
Must be able to communicate clearly in English and exchange accurate information by phone and in person.

Nice To Haves

Experience with Almabase, PostOmatic, or similar tools.
Experience coordinating across departments or functions.
Knowledge of Raiser's Edge NXT database and web view.
Knowledge of the Almabase online community platform or ability to learn it.
Knowledge of PostOmatic or similar mail and communication tools.
Ability to understand and use relational databases, manage access, and maintain reliable, high-quality data records.
Experience working within established brand standards and narrative and with donor-facing correspondence.
Experience developing and maintaining community partnerships.
Experience working directly with community-based organizations.
Familiarity with service-learning, civic engagement, volunteer management, or leadership development programs.

Responsibilities

Oversee processing, recording, reconciliation, and quality control of gifts and pledges in Raiser's Edge NXT and related systems, including Almabase and PostOmatic, ensuring accuracy, timeliness, and compliance with University, accounting, and audit requirements.
Maintain accurate hard-copy and digital records for alumni and donor data, pledges, planned gifts, scholarship agreements and funds, and campaign records; maintain consistent data-integrity standards across Raiser's Edge NXT.
Serve as Advancement Division's main point of contact with the Finance Office for gift deposits, reporting, and account reconciliation; lead monthly reconciliation meetings and resolve related issues.
Own the scholarship stewardship process end to end, coordinating with Finance, Financial Aid, and campus and external partners to track and report on scholarships and coordinate recipient acknowledgment; maintain scholarship data and reporting tools.
Oversee donor acknowledgment letters, gift and tax receipts, and pledge reminder correspondence, coordinating with Donor Engagement to ensure accuracy and quality.
Coordinate donor stewardship with Donor Engagement, including tracking communications and supporting donor recognition and appreciation efforts.
Manage the back end of the Events module in Raiser's Edge and the Almabase platform in collaboration with the Alumni Engagement team.
Generate timely, accurate financial, scholarship, and stewardship reports for Advancement leadership, Finance, and partner teams.
Work with Donor Engagement to ensure pledges are fulfilled on time and, when necessary, written off in accordance with accounting standards and audit requirements.
Supervise part-time Advancement Operations staff, work-study students, and graduate assistants, including assigning tasks, training, and reviewing quality; delegate routine transactional and data-entry work while maintaining responsibility for accuracy and continuity.
Document and improve operational procedures, workflows, and training materials to promote consistent, efficient, and reliable processes across Advancement Operations and Donor Engagement.
Perform other related duties assigned by the Director of Advancement Operations & Analytics or Assistant Vice President, including other duties assigned by the supervisor.