Assistant Director of Advancement Services and Operations

Advserv; Longmeadow (MA); Hybrid; USD 53,000 - 63,000; Full time

Job summary

Bay Path University in Longmeadow, MA is seeking an Assistant Director of Advancement Services and Operations to oversee gift processing and CRM management. You will generate financial reports, ensure data integrity, and support donor fund reporting while aiding prospect management and moves processes.

The role requires strong attention to detail, confidentiality, and collaboration with Institutional Advancement staff to steward major gifts and annual giving initiatives.

Qualifications

• Associate’s degree required; bachelor’s degree preferred.
• Fundraising/Advancement experience in nonprofit or higher education.
• Experience with gift processing and CRM (Raiser’s Edge, Jenzabar, Salesforce).
• Advanced MS Office skills, especially Excel.
• Ability to prioritize workloads and meet deadlines with confidentiality.

Responsibilities

• Oversee daily gift processing and receipts.
• Manage Advancement CRM data hygiene and reporting.
• Produce financial/reconciliation reports and donor fund/gift reports.
• Support prospect management, screening, and moves management.
• Create and revise reports to support departmental goals.

Skills

Strong communication skills

Attention to detail

Time management

Confidentiality

Team collaboration

Independent work

Education

Associate degree

Bachelor's degree preferred

Tools

Raiser's Edge

Blackbaud Raiser's Edge NXT

Jenzabar

Salesforce

Microsoft Excel

Job description

Assistant Director of Advancement Services and Operations

Bay Path University - Longmeadow, Massachusetts

Application Deadline: N/A

Job Title: Assistant Director of Advancement Services and Operations

Salary Range: $52,552.50 - $63,160.50 Salary/year

Position Type: Full-Time Salaried

Supervisor: Associate Director for Donor Relations

Status: Full-time, 37.5 hours/week

Job Location: Longmeadow Campus/Hybrid

Exempt (Yes/No): Yes

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.

Partner 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

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.

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.