Sample Job Descriptions

Reporting relationships:

The Director of Advancement Services reports directly to the Assistant Vice President of Development, but maintains close working relationships with the Vice President of Institutional Advancement, school based Development Officers, central Development staff, the Alumni Association, and the Foundation.

Basic description of responsibilities:

The Director of Advancement Services is responsible for two major program areas: information services and gift processing.

The Director of Advancement Services is responsible for the management oversight of the development and implementation of the university's fundraising database and prospect management system.

Responsibilities include preparing management reports, systems documentation, records maintenance, use and support of computer-based information systems, reconciliation and transfer of funds to appropriate accounts, logging of all gifts on the database, and direct supervision of general office staff. This is similar to the position of a systems analyst.

Responsibilities also include the receipt, accounting, reporting, deposit and acknowledgement of gifts, and pledges from non-governmental sources.

The Director of Advancement Services works closely with the general Advancement Services staff to deal with a wide variety of functions relating to the development, implementation, maintenance, documentation, use, and support of computer-based Development information systems. These systems currently include an Alumni-Development database.

Areas of Responsibility:

The Director of Advancement Services requires a comprehensive understanding of the overall responsibilities of Advancement Services. This includes gift processing and acknowledgments, prospect management, biographical maintenance, and other data maintenance activities. This knowledge will be essential for development of database policies and procedures, and in performing a liason role with Advancement Service's constituents.

Advanced computer analysis skills, including the use of software to create documents, spreadsheets, timelines, and reports will be extremely important and will frequently need to be upgraded. The Director of Advancement Services will be responsible for developing and running all selections requested by the university's fundraising database users, in a timely fashion. Donors may be selected by giving capacity, past giving, total giving, open pledges, alumni friends, matching gift status, etc, or any and all of the preceding criteria.

The Director of Advancement Services will be required to diagnose and repair computer hardware used within University Advancement.

The Director of Advancement Services will run, maintain, and develop reports, and queries to monitor the integrity of data stored in Advance.

The Director of Advancement Services requires a comprehensive understanding of database security and will help determine who requires access to the various screens and tables. Any potential breaches of security must be considered in advance of releasing any information other than within the University Development Office.

Supervises the processing and acknowledging of gifts, pledges, pledge payments, matching claims, memorial gifts, in honor gifts, and other contributions to the University which may often be of significant dollar values. Monitors the timeliness and efficiency of processing, and assures that all corresponding links in the database are updated and maintained as gifts are processed. Record links may include but will not be limited to: spouses and other family members; other alumni and friends; corporations/foundations to employees/owners, etc.

Interacts with major gift, corporate/foundation relations, planned giving, and school based directors of development, regarding the processing, reporting, and logging of major and other gifts, the processing of requests for prospect research, and other data maintenance activities.

The Director of Advancement Services will sometimes address "critical needs" which occur on short notice and will require immediate action. Organization, prioritization, judgment, and problem-solving skills will be challenged.

Sourcing of equipment, supplies and special purchases is also the responsibility of the Director of Advancement Services. This involves knowledge and selection of appropriate purchasing procedures, preparing, filing, following up on all associated requisitions, purchase orders, related paperwork, vendors, and maintaining detailed hardware, software, license agreements, and other information.

The highly public nature of the duties of the Director of Advancement Services require good communication skills which will be frequently tested. Writing/proofreading skills will need to be employed and A good understanding of the English language, (both written and spoken) is highly important.

Minimum qualifications, knowledge and abilities:

Good knowledge of correct English grammar, spelling, and punctuation.

Advanced understanding of office methods, procedures, practices, and bookkeeping or accounting knowledge. An understanding of the relationships of these policies and procedures to those of the University as a whole is critical.

Computer literacy is highly important. Knowledge of a wide variety of software is of significant importance, with the ability to train users in the most effective use of this software.

Ability to learn, interpret, and apply a variety of complex policies and procedures with minimal guidance. The ability to share ideas and convey them in an efficient manner is mandatory, as is the ability to work with other departments on the Campus in the interpretation and enacting of these policies and procedures.

Ability to organize, train, and motivate staff particularly in the gift entry and biographical maintenance functions of the fund raising system.

Ability to supervise and ensure the accurate processing of gifts and pledges and ensure processing deadlines are met.

Ability to handle various special projects on an ongoing basis while addressing daily needs for the office.

Ability to read and write at a level appropriate to the duties of the position; an ability to accurately perform arithmetic computations where required.

Because of a relatively high volume of programming, reporting, research reports, etc., ability to type at an accurate speed of 45 words per minute is an absolute minimum requirement.

Experience and education:

The successful candidate for the Director of Advancement Services will have the equivalent of at least five years experience ideally, gained in a higher education environment, in an advancement or development office with a fund raising program of a similar size to that of the University.

Ability to write/troubleshoot computer programs and diagnose and fix computer hardware problems.

Ability to analyze and review computer system capabilities, current operational procedures, identifying problem areas, and optimize formats for data inputs and summaries.

The candidate should possess a Bachelor's degree preferably in Computer Science or Business Management.

Ability to train, motivate, and manage staff in a high volume data entry environment.