Director of Advancement Services & Research

Director of Advancement Services & Research

Requirements

• BA/BS and at least five years of experience in non-profit fundraising administration, preferably in higher education.
• Required experience in relational database architecture and management.
• Excellent attention to detail and strong interpersonal and verbal communication skills, with the ability to interact professionally with top donors and trustees.
• Strong budgetary skills, exceptional accuracy with numbers, and significant experience in preparing and managing spreadsheets.
• Strong writing and editing skills, with the ability to create letters and other short documents efficiently.
• Ability to multitask, prioritize, and maintain a positive attitude under increased workload.
• Proven ability to work cooperatively and flexibly as part of a team.
• Raiser’s Edge database experience required.
• Proficiency in word processing, spreadsheet software, and online giving applications required.

Responsibilities

• Serve as the chief administrator and lead architect of the Raiser’s Edge database, ensuring integrity, security, and confidentiality of data.
• Collaborate with fundraisers and key stakeholders to analyze and understand data needs, developing a comprehensive database architecture and management plan to meet those needs.
• Ensure the alumni, parent, friend, and donor database is configured to support CCA’s evolving needs while staying current with software functionality and industry developments.
• Assess opportunities for upgrading or changing software to improve functionality and lead the planning, execution, and implementation of database upgrades and software changes across the department and campus data systems.
• Set policies and procedures for the use of the database across the college, and create and implement training to ensure staff adherence to these policies.
• Perform global changes, upgrades, and data reconditioning to maintain database accuracy and efficiency.
• Manage user access and ensure appropriate levels of permissions for all users.
• Develop and implement strategies for data cleaning and augmentation, ensuring completeness and accuracy, and engage outside consultants/vendors as needed to support this work.
• Serves as the Advancement budget manager, overseeing the annual budget process in collaboration with the Vice President for Advancement.
• Ensures staff are informed of budget timelines and equipped with the necessary forms and training to complete income projection forecasts and departmental expense budgets.
• Compiles and consolidates income data into a master document, working with senior fundraisers to track and report on actual versus projected fundraising revenue on a monthly basis, ensuring accurate records of income raised.
• Reconciles revenue monthly with the CCA Business Office.
• Prepares accurate monthly gift income reports for the Board of Trustees and senior leadership, comparing revenue raised to established revenue goals.
• Oversees staff in fulfilling complex Raiser’s Edge database report requests from Advancement staff, the President’s Office, and other key departments.
• Provides personal assistance with complex queries as needed, ensuring accuracy and timely delivery.
• Develops and delivers timely reports for donor credit lines, honor rolls, and donor walls, and ensures the completion of financial, demographic, email and mailing lists, prospect lists, and other requested reports.
• Trains select staff on database report writing and evaluates the accuracy of their work.
• Collaborates with Individual Giving and Institutional Giving leadership to develop a plan for when frontline fundraisers will handle queries.
• Works closely with the Business Office to ensure accurate reporting and compliance during the annual audit.
• Oversees Advancement Services and support staff in processing check requests, purchase orders, and related administrative functions.
• Conducts research on high-capacity prospects to guide and focus frontline fundraisers’ efforts.
• Collaborates with lead fundraisers to develop and implement a joint plan for effectively utilizing research tools to meet income and engagement goals.
• Supports fundraisers and alumni/parent engagement staff in creating and tracking moves management plans for cultivation, solicitation, and stewardship.
• Evaluates and assists staff in assessing research tools, emerging technologies, and coordinating vendor relationships.
• Ensures that prospect research is accurate, valuable, and effectively delivered to fundraisers and alumni/parent engagement staff.
• Provides strategic oversight of the Data Processing and Stewardship Associate, ensuring accurate and timely processing of all gifts and pledges; ensures data integrity and appropriate gift coding in alignment with campaign objectives, donor intent, restrictions and/or reporting requirements; oversees compliance with IRS guidelines in all donor acknowledgements and gift receipts, maintaining the highest standards of accuracy and accountability.
• Supports VP for Advancement, major gift officers, and senior leadership in stewardship efforts of CCA trustees and major donors by ensuring accurate data, materials, and coordination that enable high-touch, proactive donor engagement.
• Maintains comprehensive records and provides strategic support for donor-related events and initiatives.
• Champions a donor-centric culture by prioritizing the experience, comfort, and satisfaction of trustees and donors. Ensures that all stewardship and operational practices uphold the highest level of service, discretion, and professionalism consistent with CCA’s values and philanthropic goals.
• Plans and oversees smooth business operations of the Advancement Office, ensuring efficiency and effective functioning across all areas.
• Develops and implements the Advancement Services annual work plan to support Advancement Department goals.
• Evaluates progress toward plan goals, providing recommendations for improvements to strategy and operations.
• Evaluates, creates, implements, and recommends improvements to the named scholarship and endowment programs, ensuring efficiency and effectiveness in collaboration with the Business Office, Financial Aid, and Advancement staff.
• Works with key staff to implement new policies and procedures that streamline the scholarship awarding process and enhance partnership with Advancement.
• Collaborates with Financial Aid, the Business Office, and fundraising staff to ensure accurate and timely awarding of named and endowed scholarships according to best practices in higher education nonprofits, and communicates updates to frontline fundraisers as new policies are adopted.
• Develops respectful and appreciative communications for both students and donors, fostering a sense of community within CCA.
• Prepares and distributes scholarship reports to donors, detailing fund values, amounts awarded, and recipients.

Preferred Qualifications

• Supervisory experience preferred.