Director of Advancement Information Services
Institutional Advancement, Division of
Institutional Advancement Office
Staff & Administration
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The Director of Advancement Information Services fulfills the
University’s mission by leading strategy for, and managing
day-to-day operations of the Advancement Information Services area,
including database management, donor relations, gift processing and
Functional and Supervisory Relationships
- Provide leadership, administration and monitor strategy of the
Advancement Information Services office.
- Responsible for defining yearly goals and objectives;
developing strategic plans for database management; developing and
maintaining department annual report for AIS ; performance metrics,
ensuring clarity and privacy.
- In collaboration with various constituents, ensure the
development of and monitor policies, such as gift acceptance
policies, database policies, and gift counting guidelines.
- Act as the primary manager of the advancement CRM (Raiser’s
Edge) for fundraising and prospect management. This includes
serving as the architect in building new workflows for accessing
data by IA staff and a decision maker on how to organize and input
data into the CRM .
- Build new structure and system to support the new Parent
- Develop policy for adding titles, pronouns, sex, and gender
identities to constituent records.
- Ensure compliance of GDPR (General Data Protection Regulation)
and TNPA (The Nonprofit Alliance) practices. Conduct an annual
internal audit. Manage and make decisions on digital engagement
strategies of subscribes/unsubscribes.
- Train other advancement staff on data policies and processes,
as well as the use of the advancement database. Authorize and
record security permissions in the advancement CRM .
- Work with other departments including the Registrar, Student
Accounts and Human Resources to continue to improve data entry and
data capturing processes across the University. Advocates for all
data changes to be reported to Advancement Information Services; to
include all lists that include alumni, students, parents and
friends of the University to be pulled from The Raisers Edge;
identifies opportunities for data enhancement collecting additional
data from other departments across campus; and works closely with
partners on data and technology projects that involve multiple
- Manage relationships with vendors, such as providers of
database, online giving, and prospect research services.
- Provide support to the Manager of Donor Relations in developing
a comprehensive donor relations program that appropriately and
consistently recognizes donors at all levels, and supports the
prospect management process.
- Prepare management reports, systems documentation, records
maintenance, and use and support of computer-based information
- Monitor the timeliness and efficiency of processing, and assure
that all corresponding links in the database are updated and
maintained as gifts are processed.
- Decision maker for best practices regarding the processing,
reporting, and recording of major, planned, leadership and other
gifts, and processing requests for data.
- Provide assistance for the annual scholarship and program
endowment stewardship mailing.
- Work with the Executive Director of Alumni Engagement to
execute strategies for updating and acquiring new alumni data
points. Make decisions on how to acquire new data and properly
store in CRM .
- Conduct annual Alumni Engagement Metrics CASE reporting and
assist with the Voluntary Support of Education ( VSE ) report.
- Ensure the proper recording of donor and prospect participation
for event attendance.
- Work closely with Financial Operations to reconcile monthly
- Assist the Director of The Cortland Fund in critical job
functions for the annual Cortland Challenge Day. This includes the
preparation leading up to as well as gift processing and
reconciling of gifts, along with constructing reports for
- Defines strategies and manages implementation of all
technology. Responsible for technology assessments of new and
current software being used in Institutional Advancement related to
data management, engagement, solicitation, stewardship, financial
services, and prospect research.
- Prospect Research: Provide alumni and friend information
(including wealth screening, affinity groups. demographic
information, and contact information) for the President and for
Institutional Advancement initiatives, including for individual
fundraising visits, event planning, marketing and communication
projects, and annual fund efforts.
- Coordinate external constituent research, using office
information systems, including internet sources, vendors, and other
complementary tools that are either vendor supplied or developed
- Campaign support, including data research and query development
and Moves Management strategy involvement, and reports to
consultants and Foundation Board.
- Manage multiple projects with strict deadlines and detailed
- Reports to the Associate Vice President for Institutional
- Serves as a member of the Institutional Advancement leadership
- Supervise and evaluate a staff of five, who process gifts and
manage data, with three direct reports. Responsibilities include
report preparation, systems documentation, records maintenance,
prospect research, timeliness and efficiency of gift processing and
acknowledgment of gifts. Technology assessments and coordination of
proper data flow of software used by Advancement Information
Services, Financial Operations, Development and Alumni Engagement
- Bachelor’s degree
- Relevant work experience in data management analysis,
accounting, records administration and/or gift processing.
- Supervisory experience
- Evidence of excellent computer literacy skills and experience
with internet research and MS Office Suite products.
- Evidence of communication expertise or success due to
effectiveness of verbal, written and telephone communication
- At least five years of relevant experience.
- At least three years of experience managing a staff.
The State University of New York at Cortland is an Affirmative
Action/Equal Employment Opportunity/Americans with Disabilities Act
(AA/ EEO / ADA ) employer. The university actively seeks
applications from women, veterans, individuals with a disability,
members of underrepresented groups or anyone that would enrich the
diversity of the university.
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Documents Needed to Apply
- Curriculum Vitae or Resume
- Cover Letter