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Director of Advancement Services
DATE:   11/26/2012
JOB TITLE:   Director of Advancement Services
TITLE OF IMMEDIATE SUPERVISOR:   Associate VP/Director of Development
DEPARTMENT:   Advancement Services
SECTOR:   Institutional Advancement


Under broad supervision, the Director of Advancement Services is responsible for managing the functions of advancement informational technology, constituent research and donor stewardship, donor tracking, gift processing and accounting. The Director of Advancement Services will sometimes address “critical needs” which occur on short notice and will require immediate action. 


Develop and execute annual operating plans for the effective delivery of data, gifting and constituent research/stewardship services;

Develop and maintain sector policies and procedures in conjunction with existing university policies and procedures;

Supervise the execution of the prospect management system;

Supervise the effective delivery of prospect/constituent research;

Supervise and/or execute the generation and delivery of appropriate standard and custom reports with respect to advancement financials, mailing bases, and prospect research composite reports and profiles;

Oversee the quality control of all information and communication that is conveyed from Advancement Services including financial reports, receipts, letters and lists;

Develop and maintain policies and procedures for gift receipt, posting and acknowledging that comply with CASE Management Standards; Standards for Annual Giving and Campaigns in Educational Fundraising and FASB Standards 116 and 117 as they relate to development operations;

Supervise the positions of gift accountant, director of prospect research, and stewardship coordinator, setting individual performance targets and objectives and conducting performance reviews in accordance with university timelines and procedures;

Oversee the donor relations function in the sector including the generation of donor reports, donor recognition activities and the stewardship function.

Run, maintain and develop reports and queries to monitor the integrity of data stored;

Provide oversight for endowments including: working with donors, drafting and developing the endowment document, working with the office of Financial Aid, periodically review all endowment status’ and provide an annual endowment report to all donors;

Provide system administration and be the liaison for the entire sector for all information technology. This includes a working knowledge and training on all systems so that they can be administered and perform appropriately;

Interact with major gifts, alumni engagement, planned giving and university events administration regarding data maintenance activities ;

Work collaboratively with other advancement staff areas to meet established advancement objectives;

Maintain technical and professional competence;

Review and apply all policies and procedures outlined in the university Affirmative Action Plan;

Faculty and staff are expected to maintain the confidentiality of all confidential and proprietary information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after their employment with the University.  If a faculty or staff member has a question about the confidentiality of a particular matter, they should consult their supervisor.  Any violation of this rule shall subject the employee to disciplinary action, up to and including termination of employment.

Perform other duties as assigned.


50%    Supervise, coordinate and ensure effective execution of efforts in advancement informational technology, including gift accounting, database management, prospect research and moves management;

20%    Interact with major gifts, alumni engagement, planned giving and university events administration regarding data maintenance activities and support for the university’s fundraising objectives.

10%    Developing, maintaining and interpreting the policies and procedures for gift receipt, posting and acknowledging that comply with CASE Management Standards, Standard for Annual Giving and Campaigns in Educational Fundraising and FASB Standards 116 and 117;

10%    Custom report design and generation;

10%    Supervise and oversee efforts in donor stewardship and prospect research.


      Advanced computer analysis skills including the use of software to create documents, spreadsheets, timelines and reports.

Excellent care and attention to detail.

      Ability to manage multiple tasks and meet deadlines.

      Conversant with principles of accounting and familiarity with appropriate advancement accounting practices and standards.

Strong work ethic and unquestioned personal integrity.

      Good knowledge of correct English grammar, spelling and punctuation.

      Aptitude and skill to work effectively with reports providing overall direction and guidance while ensuring accountability for established objectives.

      Ability to learn, interpret and apply a variety of complex policies and procedures with minimum guidance.

      Ability to convey information in an efficient manner and in particular, the ability to assist other departments on campus with interpreting and implementing policies and procedures.

      Ability to handle various special projects on an ongoing basis while addressing the daily needs of the sector.

      Ability to receive telephone calls, respond to inquiries and communicate with others by telephone.

      Ability to drive a personal or university vehicle for the purpose of university business on a regular basis.


The functions of the position usually performed sitting, but may require some amount of time standing, stooping, kneeling, bending, crouching, lifting, walking, climbing stairs, carrying and other movements may be required. Tasks involving working on a computer keyboard, typewriter, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others, or to otherwise demonstrate or explain how they can perform the essential functions listed above.


Bachelor's degree preferably in computer science or business administration.

A minimum of five years of experience, ideally gained in a higher education environment, in an advancement or development office.

Experience managing and motivating staff.

A valid New York State driver’s license is required that satisfies both University and insurance company underwriting rules and regulations for driving a motor vehicle. Must also be able to operate a motor vehicle in Canada. 

Non Discrimination/Equal Employment Opportunity Statement Policy:

NIAGARA UNIVERSITY is an equal opportunity employer. Consistent with our Catholic mission, Niagara University is committed to providing equal employment and educational opportunities and will not discriminate on the basis of race, age, sex (gender), national origin, religious preference, sexual orientation, predisposing genetic characteristic, status as veteran or disability. The following person has been designated to handle inquiries regarding the non-discrimination policies: Ryan Thompson, Esq., Title IX Coordinator, Office for Equity & Inclusion, 716-286-8324, rthompson@niagara.edu, www.niagara.edu/oei, Office Location: O’Shea Hall, B27. For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves your area, or call 1-800-421-3481.

Niagara University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply. A copy of the Student Right to Know Annual Security Report is available at: http://www.niagara.edu/safety
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