Assistant Director of Advancement Services

Responsibilities

The Assistant Director Advancement Services is responsible for supporting and maintaining the integrity of the University alumni and donor database as well as stewardship activity. This role will report to the Senior Director of Advancement Services and will work closely with Advancement staff as well as other university departments, providing constituent contact lists, database information, and training as needed, along with developing processes and policies for database integrity.

Additionally, management of stewardship activity and advancement communications are a part of this role. The Assistant Director must be familiar with database management & maintenance, executing queries and exporting data.

• Work with highly confidential and sensitive information at all levels.
• Respond to all database information requests, providing information and reports as needed for engagement officers or other areas of campus.
• Generate segmented constituent lists for direct mail and email solicitations and communications.
• Create and generate custom and/or complex queries, exports, imports and reports, as needed.
• Administer, validate, update and maintain donor database integrity at its highest level through regular data audits and maintenance work, including regular NCOA updates, de‑duping and data clean‑up functions.
• Import new constituents (graduates) and data from external platforms (i.e. Colleague) on a consistent and timely basis, including updating Current Parent to Former (Alumni) Parent and other constituents as needed.
• Produce listing for annual Donor Honor Roll.
• Manage communications sent from within the CRM including the development of email templates, training staff and production of communication lists and queries.
• Train donor database users, with varying degrees of knowledge, to effectively use the database system.
• Serve as the main point of contact for database issues and questions, determine solutions and work toward resolution, updating and maintaining records.
• Work with Senior Director if changes affect database design or integrity.
• Responsible for conducting database regression testing.
• Assist the Senior Director in developing written policies and procedures for processing and data management.
• Communicate with donors or others as questions or needs arise.

• Work with highly confidential and sensitive information at all levels.
• Respond to all database information requests, providing information and reports as needed for engagement officers or other areas of campus.
• Generate segmented constituent lists for direct mail and email solicitations and communications.
• Create and generate custom and/or complex queries, exports, imports and reports, as needed.
• Administer, validate, update and maintain donor database integrity at its highest level through regular data audits and maintenance work, including regular NCOA updates, de‑duping and data clean‑up functions.
• Import new constituents (graduates) and data from external platforms (i.e. Colleague) on a consistent and timely basis, including updating Current Parent to Former (Alumni) Parent and other constituents as needed.
• Produce listing for annual Donor Honor Roll.
• Manage communications sent from within the CRM including the development of email templates, training staff and production of communication lists and queries.
• Train donor database users, with varying degrees of knowledge, to effectively use the database system.
• Serve as the main point of contact for database issues and questions, determine solutions and work toward resolution, updating and maintaining records.
• Work with Senior Director if changes affect database design or integrity.
• Responsible for conducting database regression testing.
• Assist the Senior Director in developing written policies and procedures for processing and data management.
• Communicate with donors or others as questions or needs arise.

• Work with Mail Chimp and Thank View software, serving as the main point of contact for sending email outreach as requested. Work with other members of Advancement on this task, as needed.
• Responsible for coordinating and implementing scholarship thank‑you…