Associate Director of Advancement Services

Job description

Associate Director of Advancement Services

Clinton, NY
Open Date:
May 26, 2020

The Associate Director of Advancement Services serves as the principal individual responsible for the acceptance, recording, and receipting of all charitable contributions from all entities and individuals in support of the College’s annual and capital needs. S/he supervises a team of gift and biographical processing staff plus several student interns; bears overall responsibility for disposition of the physical and digital alumni, donor, and parent files; and makes sure that the data entry and user support is in place to meet the alumni and donor data needs of the Advancement offices. S/he is highly knowledgeable in the area of gift accounting regulations, rules and industry standards. Working directly with the Business Office and auditors on gift reconciliation, s/he has a good understanding of accounting as well as having a detailed understanding of the fundraising system especially as it relates to gift and core biographic information.


  • Manages a staff of gift and biographical processing specialists and coordinates and supervises the hiring of academic year and summer student workers. Responsible for managing all temporary staff hired for the purpose of data entry and paper filing. Leads a team focused on customer service.
  • Manages data entry and clean-up projects of alumni, parent, and donor information.
  • Is responsible for preparing, with Director oversight, all external reporting including VSE and US news.
  • Is the main contact for online processing vendors and banking partners.
  • Is directly involved in the daily gift batching and reconciliation of $10,000+ gifts as well as the integrity of principal gift donation histories.
  • Documents policies, procedures, procedures, processes for constituent data and data systems. Maintains up-to-date policies in an easy-to-access, clearly navigable format, and communicates new and revised policies and procedures to staff and partners.
  • Maintains quality control and data integrity within the fundraising system, tracking accuracy of data entry and work productivity.
  • Understands IRS regulations and advancement industry standards (CASE) for biographical and gift information storage, reporting, and security. Keeps abreast of yearly changes.
  • Acts as the primary liaison for audits and provides documentation for gift revenue audit, ensuring transactions meet IRS regulations and industry (CASE) guidelines. Works closely with auditors and accountants in the reconciliation of the gift entry ledger.
  • Proactively assesses and recommends external data update and cleansing services that support Advancement constituent information needs.
  • Works closely with Advancement Services and Analytic teams and LITS to deliver a training program to educate end-users on system functionality including access to screens and reports as well as policy and procedure documentation.
  • Manages official alumni counts, fundraising totals, and other biographic statistics for both public and industry use including: CASE, VSE, and others.
  • Monitors information systems and paper files regularly to ensure efficiency, integrity and compliance with records retention policies, privacy legislation, and security and access policies.
  • Coordinates the tracking down and solving of problems with data entry, data interpretation and processing both inside and outside of Advancement as well as outside of the college (e.g. banks). This can include ad hoc projects to determine giving patterns for key individuals and groups (e.g. trustees).
  • Interfaces with banks, brokerage firms and the Business Office on matters of deposits and refunds of funds.
  • Demonstrates accurate and timely data entry skills for maintaining demographic, biographic, and gifts for alumni, donors to Hamilton and other pertinent constituents of the College in the fundraising system
  • Oversees Advancement mass data pulls and updates, including the generation of receipts, acknowledgements, donor reports, mailings, and other large Advancement data requests for outreach.
  • Develops the necessary technical and database storage skills to effectively analyze, track, and report on data entry throughput and data quality.
  • His/her team is responsible for coordinating and testing system upgrades as well as maintaining table systems. His/her team coordinates all system documentation and training and provides primary user support for the core fundraising systems.
  • Performs other duties as assigned.


EDUCATION: Bachelor's Degree

EXPERIENCE: Relevant experience in the area of fundraising or accounting information systems and procedures related to gift processing or accounting.  Supervisory experience required. A proven ability to manage and supervise staff of varying levels of technical skill

Knowledge, Skills & Abilities:


  • Experience with successfully managing multiple projects to completion as well as tracking progress and analyzing outcomes. A willingness to learn structured project management techniques.
  • Strong communication and organizational skills with an attention to detail and a real desire for accuracy.
  • Experience with and/or a willingness to learn necessary technical skills for analyzing data quality and data entry throughput including, but not limited to database concepts and structures and database programming.
  • Extensive experience with data entry in an enterprise information system.
  • Excellent organizational and problem solving skills.
  • Excellent written and oral communication skills.
  • Demonstrated ability to plan, organize, prioritize, and supervise the work of subordinates performing a variety of functions.
  • Demonstrated ability to exercise judgment and discretion in applying and interpreting policies and procedures.
  • Demonstrated ability to establish harmonious relationships with other employees, students, and the public.
  • Basic familiarity with system and information security.
  • Must be able to work under the pressure of time and frequent requests from multiple users each having their own timelines and constraints and with all levels of staff.


  • Experience with Ellucian Colleague or other best of breed advancement or financial systems.
  • A thorough understanding of IRS regulations and industry best practices for recording and reporting philanthropic giving.
  • Experience with report writing software and advanced practical knowledge of Microsoft Excel and Word.
  • Experience in an Alumni Relations or Development office.
  • Excellent keyboard skills with accurate and fast typing skills.
  • Knowledge of and experience in college administrative functions, particularly experience working in a small liberal arts college.
  • Accounting skills and experience.

Application Instructions:

Please submit cover letter, resume and contact information for three professional references.  Consideration of candidates will begin immediately and continue until the position is filled.




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Job No:
Posted: 5/28/2020
Application Due: 8/4/2020
Work Type: