Manager, Advancement Operations Job Description

Posted today

Manager, Advancement Operations

Adler University - Chicago, IL

Reporting to the Director for Institutional Advancement, Alum Relations and Individual Giving will be primarily responsible for the day-to-day management of the OIA database and gift administration assuring high quality, consistency and accuracy of all related information.

Under general direction, coordinates and conducts database mining that provides information to support and enhance decision-making, strategic planning and outcomes assessment for the OIA department and/or other internal staff. Interfacing with all members of the OIA team he/she ensures timely and comprehensive data collection and input, performing data extraction, reporting and prospect research as required.

This position is solely responsible for providing accurate and timely internal and external gift management and information.

Further responsibilities include, preparing and leading monthly reconciliation meetings with the finance team to ensure fundraising metrics align with the ledger, overseeing regular prospect management meetings to assist gift officers in maintaining active portfolios, and working with the Director for Institutional Advancement, Alum Relations and Individual giving to devise and implement data tracking and enrichment programs to measure and improve alum engagement.

Education/Experience:

This position requires a Bachelor's degree supplemented with five years of related experience, including an expert knowledge and application of Raiser's Edge database and Microsoft Office suite of programs. Experience with PowerBI and SalesForce is appreciated. A demonstrated hands-on approach and experience with databases, analysis and reporting is foundational to the success of the Manager. Not only is retrieving and manipulating data crucial for this role, but the incumbent needs to excel when interpreting data and translating data into actionable insights. The Manager must be highly motivated, self-starting, and a detail-oriented team player who performs well in a dynamic, fast-paced environment.

K/S/A

Works independently to deliver high quality reporting after thoroughly verifying the results of data
Displays superior communication skills in working with technical and non-technical users, developing and maintaining collaborative relationships among all levels of an organization
Demonstrates strong organizational skills including an ability to manage multiple tasks simultaneously, establish priorities, exercise good judgment, meet or exceed deadlines, and ensure issues are resolved in a timely manner
Functions collaboratively as part of a fast-paced, donor-oriented team, performing effectively as an independent producer under broad management direction, and demonstrates a willingness to support the team on all levels to get the job done
Maintains a high degree of donor satisfaction through timely acknowledgements and effective dealings with the University's external constituency
Enhances and maintains a depth of expertise in data understanding, data mining, business processes and reporting as well as understand the data needs of users and produces reports
Demonstrates proficient writing abilities
Is well organized with the ability to meet or exceed deadlines
Maintains confidentiality

Essential Duties & Responsibilities:

Gift Processing

Enters and tracks all pledges, gifts and proposals in the Raiser's Edge database
Manages pledge reminder process to ensure pledge fulfillment
Manages monthly reconciliation and forecasting process of cash gifts/pledges and previous fiscal year receivables, working closely with the Finance team

Donor Relations

Acknowledges individual, corporate, foundation and in-kind contributions in a timely manner

As needed, composes gift recognition and acknowledgement letters
Manages tribute donations and payroll deduction process
Creates and issues annual giving statements to donor population
Assist with the writing and design of stewardship reports
Manages pledge contracts
Responsible for recognition signage and plaquing
Prepare stewardship impact reports for donors

Database Management

Performs routine audits of data, making corrections and additions as needed
Creates policies and procedures manuals for data entry and ensures compliance across staff, training users on proper data input and extraction
Manages user security to ensure proper entry and protection of data
Performs systems maintenance in conjunction with Blackbaud standards
Designs and develops standardized operational, management, and ad hoc reports; prepares reports fulfilling the requirements of federal, regional, and state agencies and other external organizations; works with user community to understand reporting needs
Coordinates and communicates with appropriate staff regarding the interface of the department files with other University data files and operations, maintaining and updating data definitions and databases for consistency and adherence to standards
Regularly imports data on gifts, new constituents, actions, and other record types into the database

Prospect Management & Research

Researches and analyzes prospects for gift cultivation and Board participation
Establishes and maintains the prospect moves management systems capturing prospects' positioning in accordance with the appropriate solicitation timeline; reports out accordingly

Information and Data Services

Prepares and maintains financial and statistical reports, producing according to schedule or as requested on an ad hoc basis

Maintains constituent information and provides reporting to various departments including but not limited to Marketing and faculty for direct mail appeals, events and Adler publications
Extracts, manipulates, analyzes, and reports data to internal and external constituencies; manages data; prepares and maintains data files; verifies data to ensure data integrity

Other Duties

Serves as a representative on University committees as requested
Performs special projects and other duties as assigned
Tracks expense reports for the Office Institutional Advancement
Supervises part-time student-worker assigned to the Office of Institutional Advancement for clerical and data-entry support
Liaises with staff from other offices at Adler to complete projects

Universal Core Behaviors:

Communication:

Effectively expresses oneself in all oral and written communications.
Exhibits good listening and comprehension skills.
Keeps others informed, as well as responds, in a timely manner.
Demonstrates match between words and actions.
Responds with tact, diplomacy, respect and composure when dealing with others.
Promotes the spirit and essence of the School's Vision, Mission, Values and Key Strategies through both verbal and written communication.

Teamwork and Collaboration:

Cooperates with others toward the achievement of common goals.
Seeks consensus and win-win solutions to problems and conflicts.

Contributes actively and participates fully in team initiatives.
Puts success of the team above own interests.
Builds and maintains constructive work relationships.

Responsive to Change:

Supports changes in the work environment.
Displays a proactive, problem-solving approach toward work.
Committed to life-long learning by continuously increasing skills, knowledge and effectiveness.
Actively seeks and initiates creative and innovative solutions.
Exercises sound, accurate and informed independent judgment when needed.

Quality-Driven and Accountable:

Results-oriented and committed to quality through continuous process improvement.
Eliminates ineffective activities and closes performance gaps.
Anticipates and responds to customer needs.
Monitors own performance, accept responsibility for actions and actively seeks feedback.
Meets deadlines and completes projects and activities in professional, timely manner.
Seeks opportunities to increase productivity and/or reduce costs while maintaining highest quality standards (fiscally responsible).

Support of Vision, Mission, Values, Key Strategies:

Supports and models the School's Values of: social interest, compassion, justice, respect for the individual, honors diversity and difference, intellectual rigor, optimism and collaboration.
Articulates the School's Vision, Mission, and Key Strategies in a way to educate others.
Demonstrates active commitment in advancing the School's Vision, Mission and Key Strategies.
Exhibits personal integrity, honesty, zeal and compassion.
Aligns work processes to advance the School's strategic plan and key strategies.

Equal Opportunity Employer

It is the policy of Adler University that all persons are entitled to Equal Employment Opportunity (EEO) protection. The University does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.

As part of the Adler's equal employment opportunity policy, Adler will also take affirmative action to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.