Director of Advancement Services

Jul 25, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution

Director of Advancement Services

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Position Summary:
The Director of Advancement Services provides strategic leadership, as well as long-range and short-range planning, for advancement-related database management, gift processing and data entry, reporting, and data analysis, as well as data integrity and security. This position develops and implements data and gift entry procedures; produces or oversees the production of lists, reports, and gift acknowledgments; and contributes to the successful execution of advancement goals and strategies by optimizing the analysis and use of business intelligence in Advancement work.

The Director will ensure the organizational strategy is informed by sound data, which includes developing reports, structures and support processes to promote effective and efficient fundraising and constituent engagement. This position will supervise the full-time Gift Processing Coordinator and manage the workload of external SQL and Crystal Report writer. S/he will maintain close working relationships with other members of the Advancement team.

Reporting to the Assistant Vice President of Advancement Strategy and Operations, the Director will ensure effective integration of software solutions, monitor technology trends in the industry and represent Advancement on campus-wide technology-related committees. This position will require a high-degree of collaboration with campus colleagues on data quality and data transfer. The Director will negotiate with vendors on software and data products and services.

Essential Functions:
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive. Duties are not listed in any particular order of significance.

Application Support and Data Management (40%)

  • Serve in database administration roles working with WITS for areas such as system access and security profiles, data and table structures and data import/export functions. Implements and reports on IT Security, Privacy and Confidentiality Policies and procedures related to all aspects of work with constituent data.
  • Maintain data integrity on a large, complex relational database. Provides database support in the daily operations of the Advancement office.
  • Coordinates annually the transfer of Parent records from Admission Office, recent Alumni records from Registrar's Office, including undergraduate activities, and information from Willamette Academy. Manages the monthly National Change of Address (NCOA) review with Document Management and updates database with results.
  • Provide data and database application, conversion, implementation and integration leadership and services as needed.
  • Meet with internal and external Willamette stakeholders to discuss, analyze, understand, document and fulfill data requests.
  • Identify database problem areas such as missing or incomplete data, incorrect values, coding structures and logic, duplicate records, taking steps to correct the problems.
  • Revise, maintain, and update procedure manuals, data entry instructions, coding instructions, or other resource materials.
  • Safeguard the confidentiality of data by coordinating and monitoring all requests for Advancement data. Identifies, designs, and runs audit queries/reports to validate the integrity of data in The Raiser's Edge.
  • Develop schedule for data scrubs and acquisition projects and ensure implementation
  • Identify external data acquisition vendors, data hygiene tools, and other resources to enhance data in the database. This includes identifying data needs, screening potential vendor solutions, negotiating contractual terms and pricing and directing the application of the selected solutions.

    Report Development (30%)
  • Create, develop, test and document basic-to-complex ad hoc database queries, reports, and mailing lists using Raiser's Edge, Crystal Reports, and Microsoft Excel, including importing and exporting data between those products.
  • Generate weekly, monthly, and annual reports, working with Advancement staff to analyze and address coding issues. Assist users in identifying data needs and develop reports, queries, or exports, as needed.
  • Work closely with Advancement staff and other Willamette personnel to process and meet deadlines for Raiser's Edge data requests.
  • Develops the specifications for standard reports and files the organization needs and works with the internal and external resources to implement.
  • Manage workload of external Raiser's Edge contractor.
  • Lead creation of a suite of campaign reports for varied audiences.

    Gift Processing (10%)

  • Supervise the gift processing coordinator.
  • Ensure the accurate and timely input of gift information in database and compliance with University procedures.
  • Participate in monthly gift reconciliation with University Accounting.
  • Implement cross training plan on gift-entry related functions with Advancement coordinators.

    Additional duties (20%)

  • Develop and implement a technology training program for Advancement, particularly classes for The Raiser's Edge (RE) and RE NXT, engaging staff who are specialists in particular areas to help conduct the training sessions.
  • Supervise work study or data entry staff as necessary to compile, enter and update constituent records in the database; processes obituary information and properly deceases records; establish and maintain an effective and efficient records management system; scan / edit for errors during processing; verifies input data to ensure accuracy; reviews and makes necessary corrections to information entered.
  • Represent Advancement on university-wide data projects.
  • Performs other related duties as assigned.

    Required Qualifications:

  • A Bachelor of Arts or Bachelor of Science degree.
  • Minimum 2-4 years'-experience with relational database structure, query and report writing and data manipulation and segmentation; supervisory experience.
  • Demonstrated experience working with relational database applications.
  • Proficiency with Microsoft Office Suite (especially Excel and Word). Ability to learn and adapt quickly to new software.
  • Ability to manage the use, storage, and input of data in a computerized management information system in conjunction with effective and appropriate paper file maintenance, in compliance with University policy as well as applicable laws related to data storage, donor privacy, and other guidelines.
  • Experience with The Raiser's Edge, SQL and/or Crystal Reports in a non-profit fundraising environment.
  • Broad understanding of database security, gift processing, gift acknowledgments, prospect research, prospect management, biographical maintenance and other data maintenance activities.
  • Knowledge of fundraising goals and best practices and how database support these goals and influences these practices required.
  • Strong organizational skills, ability to prioritize and multi-task in a fast-paced environment. Impeccable attention to detail.
  • Excellent written and verbal communication skills, including comfort with leading group and one-on-one training sessions.
  • Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty, students, alumni, and donors.
  • Position is subject to successful clearance of a criminal conviction record check.

    Preferred Qualifications:

  • Project management experience

    The Office of Advancement at Willamette University composed of three units: Development, University Relations and Advancement Strategy & Operations. We strive to maintain a highly collaborative, upbeat, and friendly environment. A sense of humor and positive attitude are helpful.

    To learn more about the Office of Advancement, visit

    This is a full-time exempt position. This position is eligible for the University's generous benefits package
    Pay is commensurate with experience, background, and education.

    Please submit the following documents as part of your application:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume
  • As part of the application you will be asked for professional references, please include contact information including emails.

    Application Deadline: Open until finalists are selected.