Scripps College, North Columbia Avenue, Claremont, CA, USA
PRIMARY PURPOSE/GENERAL DESCRIPTION:
Reporting to the Director of Advancement Operations and Analytics, the Assistant Director of Advancement Services and Operations provides leadership to and oversight of the Advancement Services and Operations area within the External Relations and Institutional Advancement (ERIA) division. The Assistant Director supervises operations staff, ensures the integrity of gift entry, receipting, and acknowledgement processes; fulfills data requests; oversees external reporting; and ensures best practices in the advancement operations area. This position is charged with analyzing all data for the division, most especially fundraising totals. In addition, s/he is both a manager and critical strategist for information collection, management, retention, and analysis.
The Assistant Director works closely with the Business Affairs Department, The Claremont Colleges Services Finance Department (TCCS), the Scripps Fund Director, Alumnae Engagement Director, all divisional fundraisers, members of the ERIA Leadership Team, and the Vice President of External Relations and Institutional Advancement. The Assistant Director position requires an ability to manage both people and operations. Crucial components of the job are the ability to problem-solve in a fast-paced environment, listen carefully, and build consensus. Of key importance will be the collaboration between Advancement Operations, the Prospect Development team, and the Database Manager to harness business intelligence and technical expertise within the division.
The incumbent ensures the data integrity of charitable donation information as well as monitoring data quality within the division and beyond, while adhering to departmental policies and procedures, industry best practices, and regulatory requirements.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES :
ESSENTIAL FUNCTIONS :
This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.
Coordinate, distribute, and monitor workflow; ensure the timely handling of all donations to the College and the timely and accurate performance of relevant tasks associated with gift and pledge recording inclusive of timely issuance of gift receipts
Ensure compliance with respect to cash and credit card data security policies
Ensure close collaboration with the Business Affairs AVP and TCCS to create new funds and designations as appropriate
Ensure close collaboration and coordination with the Business Affairs AVP and TCCS Financial Services to enable a smooth flow of fundraising data into the Finance system and a regular and accurate reconciliation process for gift and pledge data
Serve as the key point person for yearly and interim financial audit process; interface with Finance counterparts and audit personnel to ensure ongoing collaboration
Research best practices and make appropriate recommendations for improvements to the gift and pledge processing area and for continuous improvement of gift and pledge processing within the advancement software system
Document and update advancement services policies and procedures to reflect best practices in gift processing policies, cash handling procedures, rules and regulations, and other systems, as needed.
Ensure timely and accurate production of all data contributing to pledge collection for both capital pledges and Scripps Fund pledges
Work with gift processor to ensure efficient flow of information between the Gift Processing area and The Scripps Fund, Major Gifts, Corporations and Foundations, and Office of Advancement
Ensure that all IRS guidelines pertaining to the processing and receipting of donations are followed. Serve as departmental subject expert on IRS guidelines and CASE reporting standards to the Scripps College community, including the Business Affairs/Treasurer office and TCCS.
Participate closely with gift officers, donor relations staff, business affairs, and other stakeholders in the creation, review, and audit of gift agreements, ensuring that the documents are within legal compliance parameters and recorded in the database of record.
Implement training programs and administrative systems for gift processing, ensure gift entry cross-training, and assist in general database training session. Ensure all ERIA staff members understand policies and procedures and are appropriately trained as end users.
Strategic Planning, Data Analysis, and Special Projects:
Collaborate with the Director and the Database Manager to plan and implement divisional initiatives, most especially those that pertain to gift and pledge processing areas and month-end reporting
Oversee the testing and implementation of all advancement software system gift and pledge upgrades coordinating with the Database Manager to ensure accuracy and timeliness of upgrade implementation cycles.
Collaborate on developing the Advancement Dashboard. This includes maintenance of the existing dashboard, along with creating additional tabs as needed and requested by the Vice President for ERIA.
Along with the Director, act as consultant to the Advancement staff and to the Vice President in particular, to generate complex data that will accurately meet the needs of the Advancement Division.
Ongoing analysis may include weekly and monthly reporting on progress towards goal, LYBUNT and SYBUNT analysis, donor and dollar retention, and renewal and segmentation analysis for the Scripps Fund and Principal and Major Gift Staff
Ensure confidentiality and security of divisional information through knowledge of current laws and regulations regarding data safekeeping and make recommendations back to division for policies and protocol to adhere to privacy and security laws
Develop and implement appropriate internal controls, policies and processes for financial (gift and pledge) information input to advancement software systems. Collaborate with the Assistant Vice President for Finance and the Controller to provide useful, accurate and timely information on fundraising.
Utilize his/her knowledge of current trends in fundraising, combined with analytical and quantitative skills to diagnose complex problems and identify creative solutions.
Provide analysis of all division data for use by the leadership team’s strategic planning process. Assist the Director in utilizing benchmarking and metrics to diagnose and assess our future fundraising potential and return on investment.
Support development of a strategic, dynamic, and creative vision for Advancement Operations that serves the advancement information needs of the division, the campus, and senior management.
Together with the Advancement Researcher/Analyst, produce reports for tracking and reporting fundraising activities and results, and make recommendations to translate and use the data for the formation and execution of future fundraising
Oversee gift and pledge processing area. Manage the daily and weekly workflow of the gift and pledge processing staff
Collaborate with the Business Affairs Office to ensure that we are providing our Finance colleagues with the necessary documentation and reporting.
Work with the Database Manager to oversee accurate and timely updates to associated contact and biographical information into the advancement software system. Ensure all routine specialized tasks are completed in a timely manner with attention to detail.
Collaborate with Director and Database Manager/Reporting Analyst to ensure that reporting and data needs are being met in the division
Serve as key point person for review of annual contracts with external vendors and coordinate necessary contract review and approval with Finance office counterparts
Actively participate in recruiting, retaining, and motivating staff, act as a mentor for all staff members.
Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES :
Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.
An understanding of charitable revenue handling, fiscal control policies and procedures, accepted IRS and CASE standards and procedures, and fundraising database processes and procedures.
Ability to interpret and apply pertinent and multifaceted policies, procedures, regulations, and requirements.
Strong ability to communicate ideas and concepts, internally and externally, and present technical information to individuals, groups, and nontechnical audiences.
Experience with fundraising database systems, platforms and technology.
Strong organization skills and ability to perform time-sensitive duties with regular interruptions.
Familiarity with different reporting interfaces and methods, such as dashboards, on-demand reporting, mobile reporting, and scheduled reports.
Ability to learn new software applications and programs with ease.
Excellent planning skills with the ability to identify priorities in a fast-paced, high-visibility environment.
Ability to produce and analyze reports relevant to gift accounting and related data integrity.
Independently identifies and exercises judgment initiating improvements in gift accounting and/or data integrity
Tactful exercise of judgment and discretion with sensitive and highly confidential information.
Demonstrated great customer service skills and strong interpersonal skills.
Strong sense of professional ethics and confidentiality standards.
QUALIFICATION STANDARDS :
EDUCATION & EXPERIENCE:
Bachelor’s degree in accounting, sales and marketing, economics, sociology, psychology, healthcare analytics, or related field or any combination of education, training, or experience that provides the required knowledge, skills, and ability to perform the job.
A minimum of three years of management experience.
Knowledge of gift and pledge processing in a higher education setting inclusive of financial laws and regulations pertaining to that area. Significant experience managing data entry, retrieval, and analysis of data from a relational database.
Comprehensive knowledge of fundraising strategies and key metrics. Ability to work effectively with all levels of constituents including Advancement leadership.
Understanding of fundraising and statistical analysis highly desirable, preferably in a higher education setting. Comprehensive management information systems experience and a proven track record of effective project planning and implementation, including end-user training and documentation, preferably in an academic institution or the equivalent combination of education and experience.
LICENSES / CERTIFICATES :
HOURS & CLASSIFICATION AND STATUS:
This is a regular, full-time, benefits eligible, exempt position.
The regular hours for this position are Monday-Friday 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.
SUPERVISORY RESPONSIBILITY :
This position will share supervisory responsibilities over the Advancement Operations Specialist role.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.
Physical and Mental Requirements
Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.