Director of Advancement Services

Job description

Director of Advancement Services

Note: This job announcement has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. 


The Director of Advancement Services has primary responsibility for leading and managing all functions in the Office of Advancement Services that are essential to the effective and efficient execution of the institution’s fundraising and college relations efforts.  Those functions include gift processing and receipting, development database management and reporting, donor records management, and prospect research/moves management. The Director of Advancement Services reports to the Vice President for Institutional Advancement and supervises a staff of six.

Essential Duties and Responsibilities:

  • Database
  • Serves as the primary Advancement database (currently Banner) functional expert overseeing all efforts related to the ongoing maintenance and enhancement of the alumnae and development software.
  • Designs, execute, and maintains customized database reports, lists and queries to support the Office of Advancement Services operations and to fulfill requests for information from other institutional departments.
  • Serves as the primary Office of Advancement Services advocate with STS/Banner staff in troubleshooting database problems, clarifying system procedures, and implementing technology-based solutions to increase the effectiveness/efficiency of IA (i.e. on-line giving, Lotus Notes based IA database, EFT).
  • Maintains positive donor relations by ensuring the accuracy, confidentiality, and integrity of biographical, demographical, gift records, and other information;
  • Develops new systems to automate manual processes that increase the efficiency of the Office of Advancement Services operation.
  • Provides training opportunities and professional development (SCT Banner) to enhance the understanding and utilization of the system by the IA staff.
  • Administrative/Business Practices
  • Hires, supervises and evaluates staff. Proactively guide the division’s on-going efforts to identify the most efficient and effective procedures and best practices related to, gift processing, lost alumnae tracking, research and prospect management and other services.
  • Directs and supervises all efforts related to the receiving, processing and receipting of all private gifts to the College, including cash, credit cards, payroll deductions, electronic fund transfers, on-line gifts, securities, real estate, deferred and in-kind gifts.
  • Researches, implements and enforces College policies and procedures for following IRS, FASB, and CASE regulations regarding charitable giving.
  • Ensures that functions relative to research and prospect management are efficient and effective.
  • Determines fiscal requirements for the department, prepare budget recommendations; monitor, verify and reconcile expenditures of budgeted funds.
  • Develops, monitors, and evaluates yearly operational plans for Office of Advancement Services to support departmental, divisional, and institutional priorities.
  • Serves on various Division committees and task forces, i.e., Prospect Strategy Committee, and Campaign taskforces.


Supervisory Responsibilities:

This position supervises a team of six.


This position has direct accountability for the operating budget of $42,645; indirect accountability of the payroll budget for this department of $235,071; and indirect accountability of all charitable gifts received by the College.

Educations and/or Experience:

Bachelor's degree and six years of directly related and progressive experience or equivalent combination of education and experience are required.  Previous supervisory experience is preferred. 


The employee must have extensive knowledge of relational database and reporting tools, plus a working knowledge of research techniques and processes.  The incumbent must have considerable knowledge of fundraising techniques as well as strong knowledge of IRS, FASB, and CASE regulations and reporting standards regarding charitable giving. 


This position requires strong customer service focus and organization and time management skills.  Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.  Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail.  Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision


Excellent oral communication skills are required when presenting information and responding to questions from students, parents, employees and the general public in one-on-one or group situations.  Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails.  Also, must be able to read, analyze, and interpret documents such as technical journals, legal regulations related to donations, and safety rules.


To perform this job successfully, an individual must have the ability to perform advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint).  In addition to producing correspondence, memos, and e-mails duties may involve assignments that require creating brochures, spreadsheets including formulas, tables, PowerPoint presentations, computer-generated graphics, and the use of Lotus Notes, Banner Financial Module, and Internet navigation.  Functionality with higher education fundraising software packages (CST Banner preferred), Microsoft Access, and Crystal Reports is required.



Spelman College is an EOE/Minority/Female/Disability/Veteran/Title IX Employer and we participate in E-Verify. Smoke-Free Campus





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Job No: AD1365
Posted: 5/7/2018
Application Due: 6/21/2018
Work Type: