Assistant Director of Advancement Services

Mount-Saint-Mary-College; Varick Homes (NY); On-site; USD 53,000 - 72,000; Full time

Job summary

Mount Saint Mary College in Newburgh, NY is seeking an Assistant Director of Advancement Services. You will oversee gift processing, acknowledgments, reporting, and database oversight while coordinating with Finance and other campus departments.

The role requires 3–5 years in advancement or related fields, strong communication, and an entrepreneurial mindset. Some evenings and weekends may be required to support events and donor activities.

Qualifications

• 3–5 years of relevant professional experience in advancement services, development, or a related field.
• Demonstrated success in higher education fundraising, advancement operations, or business development preferred.
• Strong organizational and time management skills with proven ability to prioritize effectively.
• Excellent communication skills across multiple platforms.
• Ability to work both independently and collaboratively to achieve institutional goals.
• Entrepreneurial mindset with creativity, initiative, accountability, and attention to detail.
• Availability to work occasional evenings and weekends as needed.

Responsibilities

• Oversee gift and pledge processing, ensuring compliance with institutional and regulatory requirements.
• Manage donor acknowledgments and ensure timely recognition for every gift.
• Oversee pledge reminders and outstanding pledge reporting.
• Secure signatures for gift agreements and distribute final copies to donors and stakeholders.
• Handwrite thank-you notes for high-level donors as part of stewardship efforts.
• Analyze advancement data trends and recommend process improvements and reporting strategies.
• Maintain the Advancement database and lead data cleanup to improve integrity.
• Design, generate, and interpret weekly, monthly, and annual reports for leadership decisions.
• Provide prospect research and donor profiles for VP and leadership meetings.
• Coordinate reporting for the Donor Impact Report and other publications.
• Evaluate reconciliation discrepancies and ensure financial accuracy in collaboration with Finance.
• Support audits and maintain knowledge of gift acceptance policies.
• Assist with planning and logistics for donor events and campaigns.
• Serve as liaison for database requests from IT, Registrar, HR, Marketing, and Security.

Skills

Communication skills

Time management

Organizational skills

Independent working

Team collaboration

Entrepreneurial mindset

Evenings and weekends availability

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Assistant Director of Advancement Services

Regular Full-Time Newburgh, NY, US

Salary: $62,353.20 Annually

Job Title: Assistant Director of Advancement Services
Report To: Vice President for Advancement

Status: Full-Time, Exempt

Summary/objective

Reporting directly to the Vice President for Advancement, the Assistant Director of Advancement Services plays a key role in supporting the College’s fundraising and alumni engagement efforts. This position manages gift processing, acknowledgments, reporting, and database oversight, while also serving as a critical liaison with Finance and other campus departments. The Assistant Director exercises independent judgment in overseeing advancement operations, determining appropriate processes, ensuring compliance, and advising leadership on data integrity, reporting strategy, and donor stewardship practices.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Gift Processing & Donor Stewardship

• Independently oversee and administer all gift and pledge processing functions, determining appropriate handling procedures, resolving discrepancies, and ensuring compliance with institutional and regulatory requirements.
• Manage donor acknowledgments, ensuring timely, personalized, and appropriate recognition for every gift.
• Oversee pledge reminders and outstanding pledge reporting.
• Secure signatures for gift agreements and distribute final copies to donors and campus stakeholders.
• Handwrite thank-you notes for high-level donors as part of stewardship efforts.

Data & Reporting

• Analyze advancement data trends and independently recommend process improvements, reporting strategies, and operational efficiencies to leadership.
• Maintain the Advancement database, including entry of gifts, donor records, attributes, and event attendance.
• Lead ongoing data cleanup efforts, eliminating duplicate records and improving data integrity.
• Design, generate, and interpret weekly, monthly, and annual advancement reports and provide analysis to inform leadership decision-making.
• Provide prospect research and prepare donor profiles for VP and leadership meetings.
• Coordinate reporting needs for the Donor Impact Report and other advancement publications.

Finance & Compliance

• Evaluate reconciliation discrepancies, determine corrective actions, and implement process adjustments to ensure financial accuracy and compliance.
• Manage weekly, monthly, and year-end reconciliation of all gifts with Finance.
• Support Advancement’s role in audits as needed.
• Maintain knowledge of gift acceptance policies and ensure compliance in processing and documentation.

Events & Campaigns

• Support Advancement events such as the Gala and Golf & Tennis Tournament, including registration oversight, check-in, seating, and reporting.
• Collaborate with colleagues to set up and manage GiveSmart and other third-party vendor platforms for fundraising events and campaigns.
• Assist with planning and logistics for donor and scholarship recognition events.

Cross-Departmental Support

• Manage online registrations and payments for Athletics summer camps, Student Engagement events, Bishop Dunn Memorial School programs, and other non-Advancement activities hosted in GiveSmart.
• Serve as liaison for database requests from IT, Registrar, HR, Marketing, and Security to ensure records are updated accurately.
• Provide training and support to new Advancement staff on systems and reporting.

Supervisory responsibilities

This position does not have any direct reports.

Work environment

• Office Setting: Cubicles, open desks, or private offices with access to necessary tools like computers, phones, and office supplies.
• Remote Setting: Working from home or another location with access to virtual communication platforms and necessary technology.
• Sitting: Prolonged periods of sitting at a desk or workstation.
• Typing/Computer Use: Frequent use of a computer keyboard and mouse.
• Vision Requirements: Ability to read and view screens for extended periods.
• Speaking/Hearing: Regular communication with coworkers and clients in person, over the phone, or via video calls.
• Lifting/Carrying: Occasionally lifting or moving items up to 10-15 pounds, such as office supplies, laptops, or documents.
• Reaching/Bending: Periodic reaching for or bending to access files, supplies, or equipment.
• Mobility: Walking short distances within the office or to meeting rooms.
• Local travel required to attend meetings, events, and perform job-related duties within the region.

Required education and experience

• 3–5 years of relevant professional experience in advancement services, development, or a related field.
• Demonstrated success in higher education fundraising, advancement operations, or business development preferred.
• Strong organizational and time management skills with proven ability to prioritize effectively.
• Excellent communication skills across multiple platforms.
• Ability to work both independently and collaboratively to achieve institutional goals.
• Entrepreneurial mindset with creativity, initiative, accountability, and attention to detail.
• Availability to work occasional evenings and weekends as needed.

Work authorization/security clearance requirements

Must be authorized to work in the United States. MSMC does not sponsor employment visas at this time.

EEO statement

Mount Saint Mary College is an Equal Opportunity Employer committed to creating an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic. We actively encourage applications from individuals of all backgrounds, experiences, and perspectives.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.