Associate Director for Advancement Services and Operations

The Associate Director of Advancement Services manages the day-to-day operations in Advancement Services that are essential to the effective and efficient execution of the University’s fundraising and alumni relations efforts. Those functions include database management and reporting, gift fund management, gift processing and receipting, event data management, donor records management, stewardship support and prospect management, including research and analysis.

Direct and administer the day-to-day operations of the Advancement Services Office.

1.     Review and/or create procedures within Advancement Services. Identify opportunities to streamline and automate daily processes to audit data quality, ensure accuracy and increase productivity. Oversee the account creation and security rights for users of the CRM database.
 

2.     Participates with the Director and Associate Vice President to establish, implement and enforce policies and procedures. Oversee the execution of business procedures for the Advancement Services Office which include general oversight and compliance with government regulations and reporting standards for the Council for Advancement and Support of Education (CASE) standards and Voluntary Support of Education (VSE). Participates as part of a team to establish policies and procedures regarding gift acceptance functions in University Advancement, including the recording and receipting of donors, policies, and compliance reports.
 

3.     Oversee the accurate entry and timely processing of donation data using CASE Gift Processing Guidelines and Best Practices. This position is responsible for the recording and acknowledgement of Barry University’s constituents’ donations. Receive and process checks, online credit cards, crowdfunding gifts, ACH payments, pledges, recurring gifts, and in-kind donations across multiple software platforms.

4. Monitor Advancement Services budget. Oversee invoices and payments.

Design and develop information technology solutions to accomplish database management tasks for the Division of University Advancement’s constituent database management system.

1. Ensure accuracy, completeness, and timeliness of information maintained on alumni, donors, prospects, students, parents, employees, and friends in support of University Advancement initiatives.

2. Provide feedback on the impact of system issues or improvements for data quality and delivery and bring corrective strategies and recommendations to the Associate Vice President and other colleagues for project approval and development.

3. Verify and update biographical information in CRM Advance from gift batches, returned mail, emails, department requests, data services and special projects.

4. Generates lists for and performs mail merge for official University gift receipts, pledge reminders, acknowledgements, and stewardship letters.

Oversee the prospect management tracking system.

1. Adds and Removes Prospect Managers (PMs) from prospects.

2. Manages the prospect pipeline (prospects who are not currently assigned to a PM).

3. Collaborates on the successful moves management of donors and prospective donors.

4. Provides and updates Development Officers Prospect Management Dashboards and reports prior to prospect management meetings.

5. Assist in entering prospect activities for the Vice President as needed.

Oversee Financial Reporting and Gift Fund Management

1. Provide monthly donation reconciliation reports from CRM Advance to the Finance Office.

2. Coordinate and create new gift funds with the Department of Finance while following auditing procedures and donor agreements. Act as a liaison to campus partners for gift fund management.

3. Create crowd funding websites for each college and unit via CRM. 

4. Create all account receivable invoices and pledge reminders for donors.

5. Evaluate and revise current procedures to accomplish new departmental procedures.

Perform prospect and donor research as requested by prospect managers and Barry administration. Develop and implement prospect management and moves management processes within the database.

1. Develop and maintain documentation for recording procedures. Exhibits proficient use of prospecting tools such as Donor Search (Aristotle), Lexis Nexis, Alumni Finder, and other research tools to ascertain and then report financial ability and philanthropic inclination of parents, alumni, community leaders, faculty, staff, and friends.

2. Create briefings, including financial capacity and philanthropic inclination, for Office of the President, and Vice President of Institutional Advancement

3. Evaluates, organizes, and edits confidential data into well written, comprehensive, concise, articulate biographical profiles on board members, major donors and prospects.

4. Continuously searches for improved research tools and systems to keep up to date on emerging trends to enhance research capabilities.

Knowledge Skills and Abilities

• The ability to work accurately and efficiently with minimum supervision.
• Proactive approach to responsibilities; proven success working with stakeholders; project management skills; experience in a data-driven environment; and organizational skills.
• Good analytical and problem-solving skills.
• Must be a good communicator; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
• A willingness to work during evenings and weekends when requested.
• Ability to do in-depth research and follow-up.
• Excellent organizational and time management skills.

Bachelor's degree required. Master's degree preferred.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.