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Assistant Director of Advancement Services and Operations

Employer
Bay Path University
Location
Longmeadow, MA
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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

 

Supervisor: Associate Director for Donor Relations

Status: Full-time, 37.5 hours/week

Hours: 8:30 am - 5:00 pm

Job Location: Longmeadow Campus/Hybrid

Exempt (Yes/No): Yes


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JOB SUMMARY: 

Reporting to the Associate Director for Donor Relations, the Assistant Director of Advancement Services and Operations will oversee daily gift processing and receipts; update and manage Advancement’s CRM (Blackbaud Raiser's Edge NXT), including data hygiene projects and improvements; provide regular financial/accounting reports and reconciliations; and support the development of donor fund and gift reports.

In support of Institutional Advancement prospect management, the Assistant Director will assist with prospect screening, prospect reports, and moves management, updating prospect records to accurately reflect ratings and activities. The Assistant Director will provide crucial assistance and a strong foundation for the Advancement staff’s efforts to manage, identify, cultivate, solicit, and steward Major Gift prospects and Annual Giving donors. 

The Assistant Director will assist in the development and design of reports to support departmental needs. This detail-oriented position will produce a variety of reports on a regular basis and maintain an assortment of lists in support of Advancement needs and activities. The successful candidate will work with high-level, often confidential information and operate under strict standards and tight deadlines.

 

ESSENTIAL JOB FUNCTIONS:
    Serve as the administrator of Raiser's Edge, including but not limited to Raiser's Edge Online Express, Blackbaud NetCommunity (BBNC), ResearchPoint-Target Analytics, and the affiliated modules and tools associated with Blackbaud Raiser's Edge NXT.Perform giving trend analysis. Assist the Vice President of Advancement with reports for the Board of Trustees and Institutional Advancement Committee. Work with the Associate Director for Donor Relations on the creation of new fund records.Facilitate the creation of new pledges and administrative paperwork.image?w=4&h=4&rev=1&drawingRevisionAccessToken=Ph7QOtT5qUIDxQ&ac=1&fmt=svg&parent=1hTVjIyQXWtDmlTjmbr7tLnLmmBkPEWapPartner with key university functional areas, e.g. Finance, Student Financial Services, Academic Affairs, and Student Affairs. Responsible for accurate gift entry, batch preparation for the finance office, and gift receipt production and oversight. This position records gifts, grants, and pledges to the university, ensuring compliance with IRS tax laws and regulations, accounting best practices, and CASE standards.Independently produce, reconcile, organize and maintain reports from Raiser's Edge and various other lists, including, but not limited to, regular gift reports, alumni lists, mailing lists, prospect management reports, monthly gift reports for the finance office, monthly LYBUNT lists, annual pledge review and other reports and lists as requested by supervisor.In support of the prospect management system, provide donor/prospect screening/research and donor reports for Advancement staff as requested, for potential visits and events, alerting staff of any changes in constituent vital information, including gifts, news or activities.Design and revise reports to be pulled from Raiser’s Edge in support of department goals and activities.Supervise the revision and production of timely and appropriate receipts and other assigned letters.Accurately maintain Raiser’s Edge, ensuring consistency and following best practices. Maintain active knowledge of university gift acceptance policies and procedures.Manage and maintain Virtual Engagement Officers (VEO) portfolios by updating records, importing VEO actions into Raiser's Edge, and ensuring accurate and timely data entry based on information received from VEOs.Assist immediate supervisor in cross-training Advancement staff and support new Institutional Advancement employee orientation.Participate in department meetings, university committees and professional development programs as required.Attend training(s) as required.Perform any other duties or tasks as assigned by the university.
SUPERVISORY RESPONSIBILITIES:Student-workers as relevant

QUALIFICATIONS:

    Minimum of associate’s degree required, bachelor's degree preferred.Experience in a fundraising environment or related advancement. experience, preferably for a nonprofit or higher education institution. Experience with gift processing and CRM desired (ex. Jenzabar, Salesforce, Raiser's Edge).Excellent Microsoft Office skills, including proficiency in Excel (knowledge of Pivot Tables a plus) and Word mail merge.Able to utilize the Internet (including social media) and provided resources to conduct constituent research.Proven excellent organizational skills.Demonstrated ability to prioritize workload, manage changing priorities, work with frequent interruptions and meet deadlines.Able to work both independently and collaboratively to manage multiple responsibilities.Initiative, problem solving skills and high attention to detail and accuracy.Good judgment, confidentiality and discretion in communicating with colleagues and constituents.Strong communication and customer service skills.Ability to adhere to university policies and procedures.Excellent interpersonal, written and oral communication skills.Ability to work independently and within a team.Ability to establish and maintain effective working relationships with all members of the university community including students, faculty, staff, and administrators.Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.Completion of the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.General knowledge of the university's mission, purpose and goals and the role this position plays in achieving those goals.

Organization

Working At Bay Path University

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and a member of the Women’s College Coalition. With a main campus and four satellite locations, Bay Path offers undergraduate, graduate, (for women and men) degrees, and professional certificates.

Mission Statement:

A Bay Path University education empowers undergraduate women and graduate women and men to become leaders in their careers and communities with an innovative approach to learning that prepares students to flourish in a constantly changing world.

The Bay Path experience is nothing less than transformational. Our women-only undergraduate programs and our coeducational graduate programs are offered both on campus and online, providing a flexible, 21st-century education for learners at all stages of life and career. Bay Path students find a supportive and diverse community, close mentoring, and rigorous preparation for success in a complex and globally interdependent society. Students graduate with the applied knowledge, portable skillset, and confidence to thrive in their professions, identify and realize their dreams, and make a lasting difference in the world. 

Established: 1897

Enrollment: Over 3,300 students

Alumni: Approximately 15,000 alumni around the world.

Athletics: Eight teams compete at the NCAA Division III level, in the New England Collegiate Conference.

University Motto: Carpe Diem, Latin for "Seize the Day"

Locations: 

  • Longmeadow, MA - Home to our Residential College, for high school, transfer and International young women; One Day A Week College, for adult women with classes on Saturday; and Graduate College for men and women. 
  • Concord, MA - Our Concord location is home to our graduate programs in Education and Psychology for men and women.
  • Sturbridge, MA - Our Sturbridge teaching site opened in 2003 and offers our One Day A Week College, for adult women with classes on Saturday and select graduate programs for men and women. This teaching location provides students with all of the support services of our main campus including access to library services, administrative and academic deans, student financial services, and the Registrar’s Office. 
  • East Longmeadow, MA - The Philip H. Ryan Health Science Center is located on our East Longmeadow site. This state-of-the-art facility houses our Master of Occupational Therapy, Master of Science in Physician Assistant Studies and our Master of Occupational Therapy Bridge programs.  

Residential College

Offers classes on-ground Monday through Friday.

At Bay Path University, we welcome students (commuters and residents), just like you, from across the country and around the world who are smart, capable young women who want to make a difference and be successful.

Here, you join a small, highly personal community that empowers you to take ownership of your life through:

  • Highly relevant majors and minors that give you practical knowledge, a global viewpoint, and the unique perspectives that make connections between subject areas and current topics.
  • Leadership opportunities that focus on your strengths, encouraging you to find your voice and act on your convictions.
  • Real-world experience balanced with career counseling that gives you a distinct advantage for graduate school or that rewarding first job.
  • More important, our admission counselors are here to help you and your family, guiding you through the admissions and financial aid process by taking your questions and connecting you with the right resources.

Why it pays to be a Bay Path woman:

  • Significant Financial Support. All of our full-time students receive a merit scholarship from Bay Path University, and more than 96% of our students receive additional financial aid that included grants, scholarships and loans. 
  • Close Attention from Faculty. With a 12:1 student-to-faculty ratio, you'll form close relationships with your professors that will lead to research, internship and networking opportunities. 
  • Thoughtful and Intentional Career Planning for Life. Our Sullivan Career and Life Planning Center (SCLP) is one of the best of its kind. As a Bay Path student, you will have lifetime access to the SCLP and the services it provides, including one-on-one career coaching and mentoring.

Undergraduate Study

A Place Where Knowledge Is Gained and Shared

If you ask a Bay Path woman graduate to define her academic experience, it would be one word: transformational. There is no other way to describe it.


Yes, we have majors in neurobiology, cybersecurity, and business analytics, as well as minors and concentrations that deepen your knowledge in a specific area. But we also educate the whole person, giving you the courage and confidence to be your best self, to help you get where you have to go, and to take on more in your life. It’s why women’s education still matters. 

American Women’s College

Are you one of the 76 million American women who has accomplished many things in her life yet still lacks a bachelor's degree? You are not alone. At The American Women's College, we understand the reasons that women pause their education early in life: 

  • Maybe going to college wasn’t right for you at the time
  • Maybe you started college and decided it wasn't a good fit
  • And then there other competing factors like family, work, and day-to-day pressures

Looking back, do you still wish you had earned a college degree?  Now you can—with The American Women’s College Online. We offer:

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