Assistant Director of Advancement Services, Constituent Records

Job description

The Assistant Director of Advancement Services, Constituent Records oversees advancement services’ functions related to constituent record updates, data health and integrity monitoring, and process documentation. This person supervises one advancement services coordinator and collaborates with campus partners to gather and integrate constituent information from external sources into our Raiser’s Edge fundraising database. The assistant director has a strong understanding of relational databases and query building, and strives to employ record management best practices.

Essential Duties

  • Assist in developing business rules and data entry procedures related to the ongoing maintenance of constituent records. The assistant director will support the advancement services department in meeting the information needs of college advancement by proactively identifying and suggesting opportunities to enhance the quality and usefulness of our constituent data.
  • Supervise the advancement services coordinator:
    • Oversee and ensure the timely completion of all
      constituent record biographic and demographic data updates.
    • Assign and assist in prioritizing work.
    • Provide ongoing Raiser’s Edge and operational training.
    • Complete annual performance evaluations and approve timesheets.
  • Perform data entry of constituent record updates to complete special projects and to provide additional coverage for the department during periods of high volume or reduced staffing, and maintain accurate procedure and business rule documentation in collaboration with the advancement services coordinator.
  • Coordinate and collaborate with the LIS business analyst for advancement to:
    • Assist in the importing of information updates from other college data sources into the advancement database, reviewing
      and validating data post-import.
    • Support data quality control through the creation and use of integrity queries to identify and facilitate corrections.
    • Proactively troubleshoot database issues related to constituent records and recommend or implement new or improved constituent record functionality that benefits the work of advancement.
  • Assist the executive director with ongoing Raiser’s Edge and RENXT user training sessions and presentations by maintaining the training and onboarding checklist for new employees and occasionally leading group training sessions for existing employees.

Maintain documentation for purchase agreements, payments, and contracts for purchased services, reviewing renewals and service or product changes with the executive director of advancement services for approval. Regularly survey the product landscape and evaluate and/or suggest additional or alternative products or services that might benefit the work of advancement services and further the mission of college advancement.


Bachelor’s degree with 1-3 years of relevant experience is required.

Please note: Relevant data entry experience with supervisory responsibilities may be substituted for the Bachelor’s degree (4-6 years of experience if you do not have a degree).

 The College is committed to building a representative and diverse faculty, administrative staff, and student body. We encourage applications from all qualified persons.




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Job No: S00713
Posted: 8/24/2018
Application Due: 9/15/2019
Work Type: