Assistant Manager of Advancement Operations- FIT Foundation
The Assistant Manager of Advancement Operations reports to the Director of Advancement at Fashion Institute of Technology Foundation and is chiefly responsible for supporting the daily operations of the Advancement office. The overarching goal of the Assistant Manager of Advancement Operations will be to help maintain department efficiencies around scholarship and donor stewardship, accounting, budgeting, purchasing, invoicing and creating internal processes and procedures, enabling the Foundation to efficiently and effectively attain its fundraising goals. The Assistant Manager of Advancement Operations will serve as the connector for all teams within the department. This role is uniquely positioned to support fundraising efforts and the effectiveness of every team member. The Assistant Manager of Advancement Operations will work across the department on projects to improve existing functionalities. This position will anticipate the needs of the Director of Advancement and Foundation staff to help them stay focused on their fundraising goals and position initiatives by identifying and resolving operational issues before they arise. Working with the Director of Advancement, the position also contributes to the develop and implement best policies, and practices.
Job Specific Competencies
- Provide administrative assistance to the Director of Advancement including routine inquiries, answering phones, scheduling meetings, and oversee general office operations including mailings, supplies management and vendor engagement.
- Coordinate office services including developing, implementing and supervising programs for maximum utilization of services and equipment; coordinating arrangements for office meetings and donor meetings.
- Oversee the scholarship stewardship needs including annual scholarship authorizations, agreements and donor protocol.
- Prepare, process, and track requisitions and reimbursements. Develop spreadsheets, reports and other monitoring mechanisms and report to faculty/ staff on a regular basis. Provide research and compile basic statistics and metrics when applicable.
- Review and process all Foundation vendor invoices
- Prepare acknowledgment letters for all donations within one week of receipt
- Ensure acknowledgment letters reflect donor intent and any special requirements
- Work with the Special Assistant to the VP for Advancement to get acknowledgment letters signed in a timely manner
- Scan and log signed acknowledgment letters in fundraising software prior to mailing
- Build departmental expertise with Advancement Services, maximizing effectiveness, efficiency, timeliness, accuracy and ROI.
- Assist in fundraising functions and attend or coordinate donor/alumni/volunteer events or meetings, as requested. Identify prospects through resources made available by Advancement Services through discovery calls and meaningful follow up with the purpose of supporting the Director of Advancement as requested.
- Support annual giving campaigns and projects, as requested.
- Review community publications and media reports to identify stewardship outreach and prospect identification for fundraisers. Other fundraising-related duties and projects assigned as needed.
- Support Advancement events including nights and/or weekends.
- Perform other related duties as assigned.
Bachelor's degree preferred; Associates degree plus additional work experience.
Experience and Qualifications
- 5+ years of experience in operations, or an equivalent combination of experience.
- Experience with operations, preferable in a college or university or not-for-profit environment.
- Experience with administrative and budgetary management.
- Experienced in Raiser's Edge NXT and Blackbaud applications
Special Knowledge, Skills & Abilities
- Excellent communication, project and management skills including writing, editing, and presenting.
- Excellent interpersonal skills with an engaging and innovative personal style and a high level of sophistication and maturity in social and professional settings, including the ability to work diplomatically with partners and represent the Foundation and FIT.
- Ability to operate independently, exercise sound judgment, and maintain confidentiality.
- Ability to prioritize, meet deadlines and goals, and present solutions (vs. identify challenges).
- Ability to collaborate closely with colleagues in development and across departments.
- Highly developed leadership and organizational skills.
- Demonstrated ability in problem identification and resolution with excellent analytical and critical thinking skills is essential.
- Self-starter who can work independently
- Proficient in MS Office applications (Word, Excel, PowerPoint)
- Proficient in Raiser's Edge or similar CRM database system.
- Knowledge of relevant provisions of the Internal Revenue codes related to donations and nonprofit status.
- Knowledge in budget development and financial record keeping.
- Ability to exercise a high degree of sound judgment and diplomacy, with a commitment to confidentiality.
- An ability and willingness to quickly learn FIT and the College's history, mission, demographics, faculty, current programs, departments, etc., as well as the College culture to be able to persuasively articulate how FIT distinguishes itself from peer institutions.