Associate Director of Advancement Services in Georgetown, Texas at Southwestern University

Reporting to the Director of Advancement Services and Prospect Research, the Associate Director of Advancement Services supports the integrity and management of Advancement data, including database updates, audits, and data integration. The position also oversees gift account maintenance, gift and pledge processing, and related reporting.

• Direct the processing and tracking of all donations/pledges to the University daily.
• Produce reports about individual donors, giving histories, campaign reports, and fiscal year-to-date summaries.
• Produce appropriate pledge reminders in collaboration with Advancement (Development) staff.
• Create new accounts in the database software to correspond with the general ledger.
• Create records and maintain the campaign information in the database.
• Create and maintain methods for tracking gifts and results from various development programs.
• Help ensure the University’s compliance with IRS regulations and accounting standards.
• Perform receipting and acknowledgement processes to ensure timely and accurate completion. Perform data entry, including manual edits and coordination of batch data updates, including parent, employment, alumni updates, National Change of Address (NCOA), obituaries, relationship connections, and other pertinent information.
• Work with Advancement Services and IT on updating database fields, coordinating data imports and transfers between systems, and streamlining processes and reporting capabilities.
• Liaise with University IT on necessary data projects.
• Work on basic reporting requests and data sharing for Advancement.
• Prepare the annual VSE report.
• Track and maintain corporate matching gift files and create and produce reports as needed.
• Provide reports to the business office as needed and work with them to help reconcile gift accounts.

ADDITIONAL DUTIES

• Assist the Associate Director of Prospect Development in creating biographical profiles and related materials for presidential and Advancement events.
• Support the Assistant Director of Prospect Development & Strategy in updating data for the annual screening project for newly admitted parents.
• Assist the Assistant Director of Prospect Development & Strategy with maintaining data integrity of the vendor screening service.
• Provide assistance to Advancement by staffing various on-campus events, including but not limited to Homecoming, Commencement, and Parents Weekend
• Perform other duties as assigned.
  

Minimum education, experience, licenses, certifications, and competencies (knowledge, skills, and behaviors) which are necessary for performing the listed duties.

• College diploma or equivalent.
• 1+ year of office/clerical experience.
• Excellent computer skills utilizing software such as Microsoft Word and Excel, email software, and internet search engines.
• Ability to quickly learn institutionally specific computer software such as Colleague Advancement.
• Ability to understand and manipulate data from many different data sources.
• Possess basic spelling, grammar, punctuation, proofreading, and drafting skills.
• Ability to work both independently and as a member of a team.
• Ability to establish, maintain, and accurately file alphabetically and numerically.
• Ability to read, understand, and follow written and verbal instructions.
• Ability to work with strict deadlines.
• Excellent oral, written, and interpersonal communication skills.
• Commitment to providing outstanding customer service, including outstanding telephone etiquette and listening skills.
• Excellent organizational skills and the ability to handle multiple tasks with high levels of concentration and accuracy as well as meticulous attention to detail.
• Flexibility regarding changing priorities.
• Excellent conflict resolution skills and an astute problem-solving ability.
• Possess the applications of tact, diplomacy, sensitivity, and confidentiality.
• Ability to attend work consistently and maintain a regular work schedule.
• Ability to sit for extended periods of time.
• Ability to reach, twist, bend, stoop, stand, kneel, handle, push/pull, and lift and carry up to ten pounds.
  

Further preferred qualifications which are also desirable for performing the listed duties.

• Bachelor’s Degree.
• Five plus years of office/clerical experience.
• Experience working in a college/university environment.
• Experience working in research.
• Familiarity with Excel automation tools, including VBA and pivot tables.
• Experience in a fundraising organization, particularly in the area of gift entry.
• Knowledge of programming language, particularly writing user-level programming on Colleague Advancement software to support report writing and list management.
  

Starting annual salary: $48,728 The final offer for the successful candidate will be commensurate with experience and may exceed the starting annual salary.