Director of Advancement Operations

Colby College•Waterville, ME

About The Position

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 for 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.

Requirements

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.

Responsibilities

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