Director of Advancement Services

The Shipley School•Bryn Mawr, PA

12h•Onsite

About The Position

Working as a member of the Development Office and reporting to the Director of Development, the Director of Advancement Services supports the fundraising work of the Development Office, maintaining close working relationships with constituent-based gift officers, the Development Administrative Coordinator, and the Director s of Data Operations and Finance. The position supervises the Advancement Services Coordinator. The Director is responsible for three major program areas: database management, prospect research and management, and stewardship support for all constituencies.

Requirements

Familiarity with and endorsement of Shipley's mission, culture, and values
Personal and professional integrity as well as respect for the confidentiality of colleagues and constituents
Self-motivation, flexibility, problem-solving, commitment to innovation, and a proactive approach to managing both professional responsibilities and team members
Cooperation, collegiality, and commitment to teamwork
Excellent interpersonal, oral, and written communication skills
Excellent quantity, quality, accuracy, and timeliness of work produced
Excellent planning, prioritization, organization, multitasking, efficiency, and follow-through in execution of responsibilities
Dependability, punctuality, and attendance at all and some optional meetings and events
Professional appearance and demeanor
Commitment to professional development and self-improvement
Proficiency in technology use: Raiser's Edge database, Microsoft Office (Outlook, Word, Excel, and Power Point).
Ability to work occasional evenings and weekends

Responsibilities

Manage the Raiser's Edge CRM database to ensure the integrity and accuracy of information entered in the database and that all protocols have been followed.
Authorize and record security permissions.
In collaboration with various constituents, oversee the continued evolution or enhancement and implementation of policies, such as gift acceptance, database and gift entry, and gift counting and reporting.
Develop and maintain procedures for use of Raiser's Edge database.
Train staff on policies and processes, as well as the use of the database.
Update and maintain a written procedures manual to ensure data processing and business continuity.
Review the procedures manual with the Director of Development on an annual basis.
Stay informed of the latest product updates from Blackbaud and other vendors in order to implement new data processing and other procedures as needed to keep systems and processes up to date.
Serve as the integration liaison between Raiser's Edge and onCore and work closely with Director of Data Operations to ensure ongoing communication and smooth interface between the two databases.
Manage ongoing database maintenance and procedures to ensure accuracy, consistency, and integrity.
Supervise the Advancement Services Coordinator, ensuring the accurate and timely processing and acknowledgment of gifts, pledges, pledge payments, matching claims, memorial gifts, in honor gifts, and other contributions to Shipley.
Monitor the timeliness and efficiency of processing and ensure 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.
Fulfill data requests for the Head of School, the Assistant Head of School for Community Engagement, the Director of Development, the Development Office, and the Communications & Marketing Office by querying and exporting information from Raiser's Edge, as well as produce reports as requested, including monthly gift reports for the Business Office and annual reporting for NAIS.
Oversee the generation of donor lists for annual Gratitude Report and ensure their accuracy.
Manage summer database changes and coordinate changes with gift officers.
Identify and conduct ongoing research of major prospects and donors.
Write and maintain major prospect and donor profiles.
Process Call Reports written by a prospect's Prospect Manager (PM).
Gather new information on prospect, updating prospect profile, doing more research if necessary, and filing documentation in Raiser's Edge.
Generate and analyze Pipeline reports and Prospect Manager reports.
Add alerts on database records of Pipeline prospects.
With the Director of Development, perform a periodic review of the Moves Management System and identify and recommend a course of action for improvement.
Co-lead monthly Prospect Managers meetings with the Director of Development.
Collaborate with gift officers to devise and execute annual personalized stewardship plans for all donor constituencies.
Maintain and ensure adherence to a set schedule and proactively gather examples of philanthropic impact across campus.
Manage ongoing stewardship of constituents connected to named endowment funds, coordinating efforts with PMs, where applicable.
Gather student scholarship recipient information, student-authored letters to donors, and endowment values, and incorporating the information into donor correspondence.
Manage ongoing stewardship of constituents connected to student awards, coordinating efforts with PMs, where applicable.
Include invitations to yearly awards ceremonies and follow-up correspondence with information about award recipients.
Collaborate with PMs in devising and implementing stewardship strategies for Centennial Society members and donors connected to restricted operating funds.
Maintain gift acknowledgement letter templates.
Manage pledge reminder process.
Maintain an inventory of donor recognition signage across campus and update annually as necessary.
Coordinate signage generation on an ongoing basis.
Manage in coordination with the Director of Data Operations relationships with vendors, such as providers of database, online giving, and prospect research services.
Manage subscriptions and conduct an annual review to determine potential renewals, cancellations, or alternatives.
Process all department invoices and check requests.
Support reconciliation of budget sections with the Business Office.
Manage end of year financial reconciliation with Business Office and auditors.
Participate in the development of a Document Retention Policy for the School.
Support and staff events run by the Development Office, including but not limited to Secret Gardens and Alumni Weekend, and other events as needed.