ADVANCEMENT SERVICES MANAGER
Santa Fe INSTITUTIONAL ADVANCEMENT
Description

SUMMARY OF RESPONSIBILITIES

The Advancement Services Manager reports to the Director of Institutional Advancement.  The incumbent is vital to the team-based success of the Advancement Office’s programs and services, such as annual appeals, fundraising events, and the management of tracking systems for scholarship fund availability and supports the IAIA Foundation Board’s fundraising efforts. The incumbent oversees and monitors the department’s donor database, as well as providing analytical reports, key performance metrics, and donor lists to strategically support the department’s many donor-based initiatives. The incumbent provides strategic and hands-on support for the development of the department’s financial, accounting, database coding, and data entry procedures, and provides documentation and materials necessary for the monthly reconciliation and annual audit. Incumbent supports IAIA’s mission, vision, and core values.


ESSENTIAL POSITION FUNCTIONS

Implement the annual fund, which includes, but is not limited to the following responsibilities:

  • Develop and monitor the annual fund schedule in consultation with the IA Director and Associate Director.
  • Coordinate vendors and suppliers for annual fund initiatives.
  • Provide outcome analysis of annual fund campaigns.
  • Provide data and coordination for appeal preparation and printing. 

Implement annual scholarship activities, which include, but are not limited to the following responsibilities:

  • Monitor the annual scholarship activities schedule in consultation with the IA Director.
  • Provide staff and data support for contract employees. (unclear)
  • Coordinate and/or support other special events, as assigned.
  •  Maintain records for all scholarship funds (annual and endowed).
  •  Coordinate scholarship information with the finance office and the financial aid office.

Oversee data management, which includes, but is not limited to the following responsibilities:

  • Manage the CRM database (Raiser’s Edge), ensuring data hygiene and accurate reports by overseeing the gift entry and other data entry processes.      
  • Regularly update routine donor templates and acknowledgment letters.
  • Provide timely and accurate departmental donor/prospect research for the IA Director, board members, and other IAIA staff as approved by      the IA Director utilizing wealth screening software and other sources of information.
  • Provide internal IAIA training and support for Raiser’s Edge and serves as liaison for Blackbaud related issues.

Provide other strategic functions which include, but are not limited to, the following:

  • Maintain the department’s procedures manual.
  • Assist the IA Director and Associate Director in monitoring the department’s and the IAIA Foundation’s budgets and expenditures using Financial Edge and QuickBooks applications. 
  • Collaborate with the Financial Services department on the integration and reconciliation of gifts and gift transactions.
  • Monitor IAIA Foundation Budget, Financials and Reports with Contract Bookkeeper, deposits checks, and enters credit card      expense information into QuickBooks. 
  • Complete IAIA Foundation projects assigned by IA Director and Associate Director.
  • Coordinate and manage student workers.
  • Perform related other duties as required.
  • Manage all documentation for contractors and vendors for the OIA department and the Foundation including payment, purchase orders, check writing, contract drafting, and tax documents such as W9s) 
Requirements

REQUIRED EXPERIENCE AND EDUCATION

A Bachelor’s degree in Business Administration or related field is preferred, with at least 2 years of direct comparable experience in the full range of advancement services activities related to database administration and/or support. Strong understanding of accounting practices.


REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES

  • Must demonstrate direct knowledge of fund-raising database software (such as, Blackbaud Raiser’s Edge) including prospect management and research, gift entry and donor acknowledgements, and constituent data entry and data maintenance.
  • Direct and demonstrated knowledge of comparable database query and report writing tools using Raiser’s Edge or similar constituent databases.
  • Must demonstrate proficiency using QuickBooks, MS Office and Adobe Acrobat.
  • Experience using online payment systems, electronic banking, and managing bank correspondence. 
  • Demonstrated interpersonal skills using tact, patience and courtesy with a diverse audience.
  • Proven ability in working effectively with a wide range of groups, such as faculty, students, staff and volunteers, in order to establish and maintain cooperative work relationships.
  • Proven ability to collaborate effectively in a team environment, in order to prioritize and complete tasks accurately and in a timely manner. 
  • Ability to complete data analysis as assigned for appropriate action and reporting.
  • Ability to support database users.
  • Skill and ability to complete multiple tasks in an accurate and timely manner in an energetic environment marked with frequent interruptions. 
  • Ability to work effectively in an environment which at times has periodic heavy workloads and conflicting priorities.
  • Adhere to appropriate standards of conduct and ethics, including but not limited to:
  1.  confidentiality
  2.  integrity and honesty
  3.  follow and/or comply with senior management directives
  4.  exhibit the ability to adapt effectively to changing work environments
  5.  cooperate and collaborate respectfully with others
  6.  participate and engage in proactive problem solving
  7.  and participating in meetings as required
  • Demonstrate compliance with all applicable and essential IAIA policies, processes and/or procedures.

WORKING CONDITIONS

  •  Ability to view and/or review a wide range of Advancement-related information effectively/efficiently.
  • Ability to receive, interpret and respond to information communicated in various forms (verbal, written, and email).
  • Requires attendance at planned and off-campus Advancement activities to include fundraising events, special events, photo session and other job related venues.
  • Work is generally performed in an office environment and at a desk.
  • Ability to use a wide range of computer applications with proficiency.
  • Ability to sit at a desk for extended periods of time.
  • Ability to reach for, grasp and extend hand or arm in any direction as part of completing essential administrative/support tasks.
  • Ability to effectively use a keyboard/computer for extended periods of time.
  • Ability to lift and/or maneuver items weighing up to 30 pounds.
  • Communication skills using the verbal and written word.
  • Out-of-town travel for meetings and conferences may be required using a personal vehicle or company vehicle. 
  • Performance evaluation will include assessment of performance results as described herein.
  • Management has the right to revise this job description at any time, with or without notice.
  • This description is a general statement of required major duties (essential functions) and responsibilities performed on a regular or continuous basis. 
  • The job description is not a contract for employment.