Associate Director of Advancement Services
Salary:
Job Type: Full Time
Job Number: 2015-1603326
Location: CA 94556, CA
Department: Advancement
Closing: Continuous

Background

Background: Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College. As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Responsibilities

ACCEPTING APPLICATIONS UNTIL FILLED

Reporting to the Senior Director of Advancement Services, and supervising a staff of two, the Associate Director is responsible for monitoring the integrity of the information contained in the Saint Mary's College Advancement CRM, EveryAction, and for collaborating with the Senior Director with how to translate data into usable information for the formation and execution of fundraising and engagement strategies and measures of success. Provides support to the annual giving, major gift, planned giving, corporate and foundation giving, prospect management, special events, engagement, stewardship programs, and various campus partners. The Associate Director of Advancement Services works closely with the Senior Director and other colleagues to sustain a culture of collaboration and continuous improvement.

1. Systems and Database Management.

Collaborates with the Senior Director in design and implementation of plans for the maintenance and growth of the information systems as well as implementation and improvement of policies and procedures for efficient quality data entry and data storage. Areas to be addressed include knowledge of current Advancement directions and priorities; refining the use of database, the transfer of information internally, other data storage systems, and reporting tools; and establishing additional systems to meet these needs.

Establishes, coordinates and maintains data procedures, processes and policies that efficiently enhance data integrity. Supervises the maintenance of documentation for data entry, reporting protocols and procedures. Maintains standards including security, accuracy, data loading and duplicate elimination. Stays abreast of peer data integrity processes and methods, and technology tools.

Ensures that all team members have an understanding of fundraising and engagement programs, strategies and information systems, and are responsible for the integrity of the database and compliant with sound financial management policies.

Oversees and/or assists in beta testing for new upgrades of software and hardware, as appropriate.

Conducts training sessions with all new staff. Provides ongoing refresher sessions / mentorship.

Serves as a liaison with the SMC Administrative Information Systems (AIS) staff on infrastructure to ensure improvements to the database, testing of updates, and proper security.

Ensures that all team members have an understanding of fundraising and engagement programs, strategies and information systems, and are responsible for the integrity of the database and compliant with sound financial management policies.

Oversees and/or assists in beta testing for new upgrades of software and hardware, as appropriate.

Conducts training sessions with all new staff. Provides ongoing refresher sessions / mentorship.

Serves as a liaison with the SMC Administrative Information Systems (AIS) staff on infrastructure to ensure improvements to the database, testing of updates, and proper security.

2. Gift Processing, Acknowledgement and Reconciliation

Responsibility for developing and implementing policies and procedures to ensure timely and accurate gift processing, receipting, acknowledgements, pledge reminders and other related processes. Provides overall leadership and direct supervision of gift and pledge processing, including long and short-term planning for gift processing and administration. Responsible for the management of staff to ensure all donor acknowledgement policies are enforced and completed. Ensures appropriate controls and procedures are applied for managing and tracking specific language regarding pledge agreements between donors and the College.

Knowledgeable about regulatory compliance and professional standards including IRS, FASB/GASB, FERPA, PCI and CASE Guidelines. Monitor regulatory updates, and tools and technologies to continually improve frameworks, processes and practices.

Oversees relationship with Finance Office regarding gift processing. Manages the month-end process, trouble-shooting and auditing data to ensure the smooth transfer of data to the Finance Office as well as performing a monthly reconciliation and review with fiscal team.

Assist with gift entry during peak times.

3. Reporting and other functions

Meets with end-users to establish and analyze user requirements, needs and specifications as required for their reporting needs. Interprets their requests, understands what they need and why, and designs and delivers effective products tailored for each target audience. Acts as a resource to others to solve problems; ensures that decision-makers are aware of the risks and limitations of data, information, and analyses provided.

Design and production of custom, ad-hoc and user-run complex reports using Informer and other reporting tools, maintains an up-to-date reports library and formats catalog. Maintains and improves an existing set of revenue, donor, and biographic reports.

Proactively and reactively produces lists needed for Advancement mailings, events, volunteer philanthropy support, and the annual report. Assists with pulling, coding and segmenting direct mail files.

Completes and compiles data for annual VSE survey and other industry benchmarking tools.

Creates dashboards for engagement staff and major gift officers which track performance metrics, show patterns and relationships, and provides geographic data about constituents.

Responds to staff and donor inquiries and produces financial and impact reports upon request.

Special assignments upon request.

Proactively and reactively produces lists needed for Advancement mailings, events, volunteer philanthropy support, and the annual report. Assists with pulling, coding and segmenting direct mail files.

Completes and compiles data for annual VSE survey and other industry benchmarking tools.

Creates dashboards for engagement staff and major gift officers which track performance metrics, show patterns and relationships, and provides geographic data about constituents.

Responds to staff and donor inquiries and produces financial and impact reports upon request.

Special assignments upon request.

4. Supervision of Staff:

Supervises a staff of two information analysts, including responsibility for performance management, training, and career development.

Experience and Qualifications

QUALIFICATIONS:

Education: REQUIRED: PREFERRED:

Experience: Demonstrated technical experience with relational databases and reporting tools. Three to five years of progressively responsible experience in advancement services or related areas with experience in a higher education setting preferred.

Skills/Abilities: Strong analytical, computer skills; proficiency with Microsoft Office tools, specifically MS Excel; email and internet usage. Experience with higher ed and/or fundraising database products desirable. Ability to communicate with technical staff, and non-technical staff and a demonstrated understanding of data analysis.Attention to detail and strong communication skills, along with significant organizational skills required. Ability to define goals and objectives and to develop and implement strategic plans to accomplish Advancement Services goals. Familiarity and understanding of IRS regulations regarding tax issues and CASE reporting standards helpful. Supervisory experience preferred. Knowledge of general accounting principals helpful.

Supplemental Information

Supplemental Information Application Instructions: Please apply online at http://jobs.stmarys-ca.edu

Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

1. A resume
2. The name and contact information for three (3) professional references.
3. In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.


Please apply online at https://www.schooljobs.com/careers/stmarys





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