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Director of Advancement Information Services

SUNY Cortland
New York, United States
Salary Not Specified
Posted Date
Feb 28, 2023

Position Details

Position Information

Budget Title

Campus Title
Director of Advancement Information Services

Institutional Advancement, Division of

Institutional Advancement Office

Staff Sub-Type
Staff & Administration

Salary Level

Salary Range
Mid $60's

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Position Summary

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 other systems.

Major Responsibilities
  • 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 engagement/solicitation program.
  • 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 departments.
  • 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 systems.
  • 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 giving.
  • 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 stewardship.
  • 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 internally.
  • 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 requirements.
Functional and Supervisory Relationships
  • Reports to the Associate Vice President for Institutional Advancement
  • Serves as a member of the Institutional Advancement leadership team
  • 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 Offices.
Required Qualifications
  • 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 skills.
Preferred Qualifications
  • At least five years of relevant experience.
  • At least three years of experience managing a staff.
EEO Statement

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
Required Documents
  1. Curriculum Vitae or Resume
  2. Cover Letter
Optional Documents

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