Assistant Director of Advancement Services

Katrina Richardson

Company: Harvey Mudd College

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Job Description:

POSITION SUMMARY

The Assistant Director of Advancement Services assists with a comprehensive program of data entry and gift processing, query and list generation, and donor/financial/statistical reporting. Reporting directly to the Director of Advancement Services (Director)*, the Assistant Director partners closely with the Associate Director as well as with the Office of Research and Prospect Management, Stewardship, and front-line fundraising teams to pull queries and exports, run regular data imports, and assist with daily gift/data entry as needed.

JOB DUTIES AND RESPONSIBILITIES

List Generation and Reporting

• Assist with the generation validation of routine and special mailing lists, including the creation complicated segments of data requiring a high level of detail and a complex understanding of the data.
• Generate routine and custom reports utilizing the College’s database, including statistical outputs and analysis. Manage modifications to existing reports, as requested. Use established protocols, as well as judgment and experience, to ensure data integrity and valid data interpretation.
• Partner with the Director, Associate Director, and the Business Intelligence and Reporting Analyst to assist with the design, creation, and validation of new reports and dashboards.

Gift Processing and Data Entry

• Applying a keen understanding of gift and reporting guidelines, assist with the daily gift processing and data entry activities as needed. Ensure that all gift and pledge recording, and reporting follows the established guidelines such as IRS, CASE, FASB (Financial Accounting Standards Board), and College Policies and Procedures.
• Assist with pledge processing including recording various types of pledges and facilitating the pledge reminder process.
• Manage and maintain program, department, and College information, data, and records that are confidential and/or sensitive in accordance with policy and applicable laws.
• Through partnership with the Associate Director of Advancement Services and the Business Intelligence and Reporting Analyst, assist with the synchronization of data between various HMC databases.

Collaboration with Various Constituencies

• Under the guidance of the Director and Associate Director, respond to incoming requests from Advancement staff pertaining to the acquisition, recording, and locating of data about constituents and donations in the database.
• Assist with the creation and upkeep of documentation pertaining to all Advancement Services procedures.
• Participate, as needed, in donor recognition and cultivation events, such as Alumni Weekend, as a representative of the College.

Financial Management

• Responsible for various accounting, financial analysis, and other fiscal functions. Duties include but are not limited to preparing various monthly reconciliations, reviewing and analyzing endowment fund spending, collaborating with the Budget Director in accounting procedures, and ensuring HMC’s preparation for the audit process. Research gift accounting issues, summarize pertinent material, identify impact on institution and initiate recommendations/actions based on findings.
• Responsible for assisting with or leading regular reconciliations of the following areas: gift related bank statements, endowment investment accounts, as well as gift and pledge contributions. Formulate and implement ongoing improvements to current procedures and reports to assure the integrity of the financial information reported. Collaborate with Director and Associate Director in the preparation of annual reports such as Calendar Year-End Gift Summary, Pledge Receivables, VSE, and the IRS990.
• Perform other duties as assigned.

Required Qualifications

Education and Experience: Bachelor’s degree and minimum of two years’ experience in database management or an equivalent combination of education and experience.

Licenses/Certifications: Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.

Required Knowledge, Skills and Abilities

• Experience in working with a relational database structure and in creating reports and pulling various lists using reporting software.
• Possess a keen understanding of gift and reporting guidelines and industry best practices and demonstrated data and gift processing experience.
• Knowledge of fund accounting and ability to apply detailed research and analytical techniques to reconciliation processes; knowledge of non-profit gift accounting principles.
• Possess a strong technical aptitude and familiarity with databases and report development tools.
• Possess strong computer skills with the ability to learn and effectively use new software programs; advanced expertise in Microsoft products such as Excel, Word, and Outlook.
• Superior interpersonal, written and verbal communication skills to allow effective communication with multiple stakeholders, including alumni and parents.
• Ability to work both independently and as a collaborative member of the diverse OCA team.
• Demonstrated ability to meet deadlines, prioritize and organize multiple projects, think critically, and work with numbers and data.
• Positive attitude, proactive approach, and strong work ethic.
• Detail oriented individual who takes ownership of projects.
• Personal integrity and ability to appropriately handle confidential and sensitive information.

Preferred Qualifications:

• Proven ability to pull complex queries and exports from Blackbaud’s Raiser’s Edge or Raiser’s Edge NXT.
• Knowledge of current trends in database management and reporting.
• Basic Programming experience.
• Experience managing complex financial information systems and reconciling complex accounts.
• Higher education or other non-profit experience.

Other

Hours: The regular hours of this position are Monday-Friday, 8:00 a.m. to 5:00 p.m., including a meal period. Hours may vary due to the needs of the College or department.

Classification and Status: This is a full-time, regular, 12-months per year, benefits-eligible, exempt position.

Reports to: Director of Advancement Services. *Absent a Director of Advancement Services, the Assistant Director reports to the Senior Director of Advancement Services and Operations.

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without cause or notice, unless otherwise prohibited by law.

This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health and safety of themselves and others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.

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