Working as a member of the Development Office and reporting to the Director of Development, the Director of Advancement Services supports the fundraising work of the Development Office, maintaining close working relationships with constituent-based gift officers, the Development Administrative Coordinator, and the Director of Data Operations/Webmaster. The position supervises the Development Administrative Coordinator.
The Director is responsible for three major program areas: database management, prospect research and management, and stewardship support for all constituencies.
Database management responsibilities include preparing management reports, systems documentation, records maintenance, use and support of computer-based information systems, and reconciliation and transfer of funds to appropriate accounts. The Director is also responsible for the management oversight of gift processing, including the receipt, accounting, reporting, deposit and acknowledgement of gifts, and pledges from non-governmental sources.
Prospect research and management responsibilities include providing necessary information about major prospects and donors, and implementing a prospect management system.
Stewardship responsibilities include managing stewardship activities for endowment and restricted operating/project-specific donors and working collaboratively with gift officers to devise and execute personalized stewardship plans for all donor constituencies. The Director will proactively gather and make available for use information that is pertinent to donors and prospects and develop and implement systems to ensure its timely delivery. The Director will also maintain select gift acknowledgement letter templates and produce pledge reminder letters.
In addition, a key focus of activity in 2018-2019 is the execution of the 125th Anniversary Campaign for Educational Excellence. The Director of Advancement Services supports the campaign’s operations.
Database Management & Reporting:
- Manage the Raiser’s Edge CRM database to ensure the integrity and accuracy of information entered into the database and that all protocols have been followed. Authorize and record security permissions.
- In collaboration with various constituents, oversee the continued evolution or enhancement and implementation of policies, such as gift acceptance, database and gift entry, and gift counting and reporting.
- Develop and maintain procedures for use of Raiser’s Edge database. Train staff on policies and processes, as well as the use of the database.
- Serve as the integration liaison between Raiser’s Edge and Education Edge, and work closely with Director of Data Operations to ensure ongoing communication and smooth interface between the two databases. This includes managing ongoing database maintenance and procedures to ensure accuracy, consistency, and integrity.
- Supervise the Development Administrative Coordinator, ensuring the accurate and timely processing and acknowledgment of gifts, pledges, pledge payments, matching claims, memorial gifts, in honor gifts, and other contributions to Shipley. Monitor the timeliness and efficiency of processing and assure 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.
- Fulfill data requests for the Head of School, the Director of Development, and the Communications & Marketing Office by querying and exporting information from Raiser’s Edge, as well as produce reports as requested, including monthly gift reports for the Business Office and annual reporting for NAIS.
- Oversee the generation of donor lists for annual Report of Gifts and ensure their accuracy.
- Manage summer database changes and coordinate changes with gift officers.
Prospect Research & Management:
- Identify and conduct ongoing research of major prospects and donors.
- Write and maintain major prospect and donor profiles.
- Process Call Reports written by a prospect’s Prospect Manager (PM). This includes gathering new information on prospect, updating prospect profile, doing more research if necessary, and filing documentation in Raiser’s Edge.
- Generate and analyze Pipeline reports and Prospect Manager reports. Add alerts on database records of Pipeline prospects.
- With the Director of Development and Associate Director of Development, perform a periodic review of the Moves Management System and identify and recommend course of action for improvement.
- Co-lead bi-weekly Prospect Managers meetings with the Associate Director of Development.
- Collaborate with gift officers to devise and execute annual personalized stewardship plans for all donor constituencies. Maintain and ensure adherence to a set schedule and proactively gather examples of philanthropic impact across campus.
- Manage ongoing stewardship of constituents connected to named endowment funds, coordinating efforts with PMs, where applicable. This includes gathering student scholarship recipient information, student-authored letters to donors, and endowment values, and incorporating the information into donor correspondence.
- Manage ongoing stewardship of constituents connected to student awards, coordinating efforts with PMs, where applicable. This includes invitations to yearly awards ceremonies and follow-up correspondence with information about award recipients.
- Collaborate with PMs in devising and implementing stewardship strategies for Centennial Society members and donors connected to restricted operating funds.
- Maintain gift acknowledgement letter templates.
- Manage pledge reminder process.
- Maintain an inventory of donor recognition signage across campus and update annually as necessary. Coordinate signage generation on an ongoing basis.
125th Anniversary Campaign for Educational Excellence:
- Working with the Associate Director of Development, continue to implement the campaign management system:
- Gift records
- Tracking system (record of cultivation and solicitation activities)
- Prepare regular campaign progress reports, including pledges/commitments and solicitation performance.
- Manage in coordination with the Director of Database Operations relationships with vendors, such as providers of database, online giving, and prospect research services.
- Process all department invoices and check requests. Support reconciliation of budget sections with Business Office.
- Manage end of year financial reconciliation with Business Office and auditors.
- Participate in the development of a Document Retention Policy for the School.
- Attend and record minutes of Development Committee meetings.
- Support and staff events run by the Development Office, including but not limited to Shipley Shops, Spring Auction, Secret Gardens, and Alumni Weekend.
Qualifications and Expectations
- Bachelor’s degree and five years of related advancement services or development experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
- Two or more years of supervisory experience.
- Four or more years of experience with relational databases (Raiser’s Edge is strongly preferred) including query and report writing.
- Excellent computer skills, particularly the Microsoft Office suite of products.
- Strong organizational skills and attention to detail.
- Excellent customer service skills.
- Familiarity with and endorsement of Shipley’s mission, culture, and values
- Personal and professional integrity as well as respect for the confidentiality of colleagues and constituents
- Self-motivation, flexibility, problem-solving, and commitment to innovation
- Cooperation, collegiality, and commitment to teamwork
- Excellent interpersonal, oral, and written communication skills
- Ability to communicate both verbally and in writing with technical and non-technical personnel.
- Excellent quantity, quality, accuracy, and timeliness of work produced
- Excellent planning, prioritization, organization, multitasking, efficiency, and follow-through in execution of responsibilities
- Dependability, punctuality, and attendance at all required and some optional meetings and events
- Professional appearance and demeanor
- Commitment to professional development and self-improvement
- Ability to work occasional evenings and weekends
This is a 12-month position with non-exempt status.
Salary and Benefits
Salary will be commensurate with experience. Shipley offers a generous benefits package that includes school contributions to employees’ TIAA-CREF retirement plan, medical benefits and life insurance, professional development opportunities, generous vacation, and complimentary lunch.
Start date for the position is flexible. Successful completion of state and federal clearances is a condition of employment.
Candidates should send a cover letter and résumé by post or email (no phone calls, please) to:
Ms. Karen Brown
Director of Advancement Services
The Shipley School
814 Yarrow Street
Bryn Mawr, PA 19010