Assistant/Associate Director of Advancement Operations

Job Description
Advancement Data Management
Pay Rate Type:
Employee Type:
Job Summary:Division of College Advancement
Full-Time, Exempt, Salaried, Administrative Staff Appointment

The assistant/associate director of advancement operations works to fulfill data and operational requirements in support of the development and engagement efforts within the Division of College Advancement. The assistant/associate director is considered a super-user of Raiser’s Edge and Raiser’s Edge NXT; MailChimp; and RegFox platforms, and serves as a functional/technical liaison that develops, enhances, and assists with end-user training.

The assistant/associate director of advancement operations works closely with various members within the Division of College Advancement to design, plan, implement, and coordinate the creation of event records, registration forms, e-marketing recipient lists, as well as all data extractions. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Maintain a high level of productivity while managing multiple priorities related to creating recipient lists for fund-raising appeals, non-appeal communications, and event invitations
  • Create event registration forms and event records that include records of invitees for registration tracking; communicate status and completion of each project to stakeholders
  • Develop and execute queries, exports, reports, imports, and global updates as requested by division and cross-campus colleagues
  • Recognize when data does not follow policies and collaborate with co-workers to correct
  • Ensure policies and procedures for all data extraction, registration creation, and event management processes are accurate and up to date
  • Manage project calendar to ensure timely completion of data requests
  • Use event registration platform (currently RegFox) to create and update event registration content as needed
  • Provide guidance and training to other staff members making use of the existing platforms and applications
  • Record mailings and delivered email receipt data in Raiser’s Edge to track constituent engagement
  • Assist senior associate director with all aspects of end-user training from creation to implementation
  • Update supplemental software systems to ensure the most current information is available for use
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • Bachelor’s degree or the equivalent in education and experience
  • Minimum 3-5 years of experience working with relational databases, email marketing, online communities and/or coordinating events using online software tools preferred
  • Functional knowledge of relational databases required; Raiser’s Edge experience preferred
  • Prior experience using e-marketing platforms such as MailChimp required
  • Must be a creative, flexible, energetic, strategic, and technical savvy thinker and communicator
  • Previous work in customer relations or not-for-profit environments, or experience in higher education, preferably in Institutional/Development
  • Demonstrated capability to balance multiple priorities in a deadline driven environment
  • Strong organizational skills, a high degree of initiative, accountability for assignments and goals, detail-oriented, and a commitment to excellence
  • Ability to work independently and as a member of a team and diverse community
  • Thorough command of English grammar, punctuation, and spelling, as well as the ability to communicate and interact effectively at all levels of the organization as well as with constituents via email, telephone, paper mail, and in person
  • An entrepreneurial personality, proactive planner, engaged learner, and innovative problem solver


Reporting to the senior associate director of advancement operations, this position will have direct contact with the entire Division of College Advancement team as well as cross-campus partners in the Colby Museum of Art, Office of Admissions and Financial Aid, Office of Financial Services, and Department of Athletics. This position has significant interaction with staff, alumni, students, and technical support staff of outside vendors.


General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. This position will be located in downtown Waterville.


Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Assistant/Associate Director of Advancement Operations - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

A review of applications will begin immediately and will continue until the position is filled.

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