Executive Director, Advancement Operations

WPI•Worcester, MA

17h

About The Position

The Executive Director, Advancement Operations leads the operational infrastructure that enables WPI's advancement program, ensuring excellence in gift processing, database management, prospect research, reporting and analytics, compliance, and technology systems. This senior leader creates efficient, accurate, and strategic operations that empower fundraisers to focus on donor relationships while providing the data, insights, and the tools needed for success. Reporting to the Associate Vice President, Advancement Operations and Engagement, the Executive Director manages day-to-day operations, drives continuous improvement, leads technology strategy, and ensures advancement systems support both campaign completion and long-term sustainable growth. This role requires deep technical expertise, strategic thinking, exceptional management skills, and a commitment to service excellence.

Requirements

Bachelor's degree; Master's degree preferred
8-10 years of advancement operations experience with progressive responsibility
Minimum 5 years managing operations teams and complex database systems
Expert-level knowledge of Blackbaud/Raiser's Edge or comparable advancement CRM
Deep understanding of gift processing, IRS compliance, CASE standards, and advancement operations best practices
Strong technical aptitude and experience implementing/managing advancement technology tools
Proven ability to ensure data integrity and establish quality control processes
Experience with prospect research, wealth screening, and analytics
Exceptional project management skills and ability to manage multiple concurrent initiatives
Strong analytical skills and comfort with data analysis, reporting, and visualization tools
Outstanding attention to detail and commitment to accuracy
Excellent communication skills and ability to translate technical concepts for non-technical audiences
Service-oriented mindset and commitment to supporting frontline fundraising staff
Experience in higher education advancement preferred
Supervisory experience with demonstrated ability to build and develop high-performing teams
Salary Grade 12: $127,500 – $140,000 per year (depending on experience)
Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.
Compensation at WPI
FLSA STATUS United States of America (Exempt)
WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.

Nice To Haves

Experience in comprehensive campaign environment
Knowledge of planned giving administration and complex gift processing
Familiarity with financial reconciliation and endowment accounting
SQL, Python, or other database query/programming skills
Experience with data visualization tools (Tableau, Power BI)
Understanding of AI and automation applications in advancement operations
Certification in database administration or relevant technical credentials
CFRE or commitment to obtain

Responsibilities

Operational Leadership & Management Provide day-to-day leadership for advancement operations including gift processing, database management, acknowledgments, and compliance
Ensure accurate, timely processing of all gifts with 99%+ accuracy and full compliance with IRS regulations, CASE standards, and university policies
Oversee gift entry, batch processing, pledge management, matching gift coordination, and gift crediting protocols
Develop and maintain operations policies, procedures, and documentation; ensure consistent application across team
Manage operations budget, ensuring cost-effectiveness and strategic resource allocation
Establish service level agreements with development staff and ensure operations team meets or exceeds expectations
Lead team of operations staff including gift processors, database administrators, and coordinators
Create culture of accuracy, efficiency, service excellence, and continuous improvement
Database & Technology Management Serve as primary steward of advancement CRM (Salesforce or equivalent), ensuring data integrity, accessibility, and strategic use
Oversee database configuration, customization, integration with other campus systems, and upgrades
Develop and enforce data standards, integrity protocols, and quality assurance processes
Lead data cleanup initiatives, duplicate management, and ongoing database hygiene
Manage user access, security protocols, and training for advancement staff using database systems
Evaluate and implement advancement technology tools including wealth screening, email platforms, online giving, event management, and prospect tracking systems
Lead technology vendor relationships, contract negotiations, and system implementations
Explore and pilot AI, automation, and emerging technologies that enhance operational efficiency
Partner with IT on technical infrastructure, integrations, and support
Ensure business continuity planning and disaster recovery protocols for advancement systems
Prospect Research & Analytics Provide strategic oversight for prospect research function, ensuring effective identification, qualification, and assignment of prospects
Partner with research team to develop screening strategies, capacity ratings, and portfolio management protocols
Oversee wealth screening, biographical research, and prospect profiling processes
Ensure gift officers have timely, accurate research support for cultivation and solicitation activities
Develop analytics framework that provides actionable insights on fundraising performance, pipeline health, and donor trends
Create dashboards and reports for leadership, gift officers, and board that enable data-informed decision-making
Track and report on key performance indicators including pipeline metrics, proposal activity, gift pacing, and goal progress
Conduct predictive analytics to identify trends, opportunities, and areas requiring attention
Lead data visualization and storytelling that makes complex information accessible and actionable
Compliance & Gift Administration Ensure full compliance with IRS regulations for charitable contributions, gift substantiation, and quid pro quo disclosures
Oversee complex gift administration including pledges, matching gifts, planned gift recording, and estate distributions
Partner with Finance on gift reconciliation, endowment recording, and financial reporting
Collaborate with Legal Counsel on gift agreements, naming opportunities, and donor intent documentation
Maintain gift acceptance policies and advise on non-standard gifts (real estate, securities, complex assets)
Prepare audit materials and respond to internal and external audit requests
Track and report on restricted gifts, ensuring appropriate fund coding and stewardship requirements
Strategic Partnership & Service Excellence Serve as trusted partner to frontline fundraisers, providing excellent service, responsiveness, and problem-solving
Train advancement staff on database use, gift coding, moves management documentation, and operational protocols
Anticipate needs and proactively provide support that enables fundraising success
Gather feedback from internal customers and continuously improve operations based on their needs
Participate in divisional strategic planning and contribute operations perspective
Represent operations on cross-functional teams and matrix project pilots
Stay current on advancement operations best practices through professional associations and peer learning
Other duties as assigned by supervisor