Associate Director of Advancement Services and Operations

Bay Path University; Longmeadow (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

Bay Path University in Longmeadow, MA is looking for an Associate Director of Advancement Services. This full-time role oversees daily gift processing, reporting, donor database management, and collaborates with various university departments. Candidates should possess an Associate's degree, ideally a Bachelor's, and experience in fundraising or advancement environments. Strong organizational and communication skills, especially with Microsoft Excel, are key to succeed in this position. The role offers critical support to enhance donor engagement and reporting at the University.

Qualifications

• Minimum of Associate's degree required, Bachelor's degree preferred.
• Experience in fundraising or related advancement experience.
• Excellent Microsoft Office skills, particularly Excel.

Responsibilities

• Oversee daily gift processing and acknowledgements.
• Administer key advancement operations and supervise staff.
• Produce, reconcile, and maintain reports from the University database.

Skills

Organizational skills

Communication skills

Microsoft Excel

Problem solving skills

Attention to detail

Education

Associate's degree

Bachelor's degree

Tools

Blackbaud Raiser's Edge NXT

Microsoft Office

Job description

Supervisor:Vice President of Institutional Advancement Status:Full-time, 37.5 hours/week Hours:8:30 am - 5:00 pm Job Location:Longmeadow Campus Exempt (Yes/No):Yes

JOB SUMMARY

Reporting to the Vice President of Institutional Advancement, the Associate Director of Advancement Services and Operations will oversee daily gift processing and acknowledgements; update the donor database; provide regular financial/accounting reports and reconciliations; and support the development of donor fund reports. In support of the Institutional Advancement prospect management system, the Associate Director will work with the Data Coordinator on prospect screening, prospect reports, and moves management, updating prospect records to accurately reflect ratings and activities. The Associate Director will provide crucial assistance and a strong foundation for the development staff’s efforts to manage, identify, cultivate, solicit, and steward major gift prospects and annual fund donors. They 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 the Institutional Advancement CRM, Blackbaud Raiser's Edge NXT, 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.
• Supervise the Prospect Research and Data Coordinator
• Perform giving trend analysis.
• Administer key advancement operations: student worker payroll, purchasing/invoicing, and help with divisional budget reconciliation.
• Assist the Vice President of Advancement with the Board of Trustees Institutional Advancement Committee
• Facilitate the development of an annual honor roll of donors.
• Assist with the creation of new donor funds and gift criteria-description.
• Facilitate the creation of new pledges and administrative paperwork.
• Partner with key University functional areas, e.g. Finance, Financial Aid, Academic Affairs, and Student Affairs.
• Responsible for accurate gift entry,batch preparation for the business office and gift acknowledgment 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 the University constituent relations management system (Blackbaud Raiser's Edge NXT)and various other lists, including, but not limited to, regular gift reports, donor fund reports, alumni lists, mailing lists, prospect management reports, monthly gift reports for business 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 the University database in support of department goals and activities.
• Supervise the revision and production of timely and appropriate acknowledgement and other assigned letters.
• Accurately maintain the University database
• 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.
• Manage and monitor the departmental budget and purchasing activities.
• Work with Financial Aid to secure student work funds; manage the recruitment process by posting positions and interviewing candidates; and supervise and oversee student workers.
• 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

• Prospect Research and Data Coordinator
• Student-workers

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 donor database usage desired(ex.Jenzabar, Raiser's Edge)
• ExcellentMicrosoft Office skills, particularly Excel (knowledge of Pivot Tables a plus) and mail merge with Word.
• Bookkeeping or Accounting experience is desirable.
• Able to utilize the Internet (including social media) and provided resources to conduct constituent research.
• Proven excellent organizational skills.
• Demonstratedabilityto prioritize workload, manage changing priorities, work with frequent interruptions and meet deadlines.
• Abletowork both independently and collaboratively to manage multiple responsibilities.
• Initiative, problem solving skills and high attention to detail and accuracy.
• Excellent writing skills.
• Good judgment, confidentiality and discretion in communicating with colleagues and constituents.
• Strong communication and customer service skills.
• Ability to adheretoUniversity policies and procedures.
• Should possess excellent interpersonal, written and oral communication skills, attention to detail with the ability to establish and maintain effective relationships with students, faculty and staff.
• 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.
• All new employees mustcompletethe FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University's mission, purposeandgoals and the role this position plays in achieving these goals.