Asst Director of Advancement Operations

Knox College - Galesburg, IL

Full-time - Mid Level

Galesburg, IL

Educational Services

About the position

The Assistant Director of Advancement Operations at Knox College plays a crucial role in overseeing the management of workflow and data quality for the Advancement Operations team. This position is responsible for ensuring that key advancement data is accurately managed, which is essential for the success of fundraising and engagement initiatives. The Assistant Director will develop, document, and refine business processes with a strong focus on enhancing the use of data and technology to achieve departmental goals. This role also involves supervising a team of two staff members who are responsible for gift and biographical data management, ensuring that their work is efficient and aligned with best practices. In addition to team supervision, the Assistant Director will create and run queries, exports, and general reporting for solicitation, engagement, and reconciliation. The position requires a deep understanding of gift and pledge accounting, as the Assistant Director will serve as the primary point person for complex transactions, including stock gifts, gifts-in-kind, and planned gifts. They will maintain and oversee pledge records, manage write-offs, and generate reminders, ensuring that all processes are documented and staff are trained accordingly. The Assistant Director will also be responsible for producing various financial, analytical, biographical, and demographic queries, exports, lists, and reports. They will ensure that document management protocols are implemented and that data integrity is maintained through regular audit reports. Acting as a liaison to the Business Offices and external auditors, the Assistant Director will manage the Matching Gift Program and serve as the system administrator for various online giving and event platforms. Overall, this position is vital for maintaining the integrity of advancement data and supporting the overall mission of Knox College.

Responsibilities

• Oversee the management of workflow and data quality for the Advancement Operations team.
• Develop, document, and refine business processes to enhance the use of data and technology.
• Supervise a team of two gift and records staff, ensuring efficient work aligned with best practices.
• Serve as the primary point person for complex gift and pledge transactions, including stock gifts and planned gifts.
• Maintain and oversee pledge records, manage write-offs, and generate reminders.
• Create, document, and train staff on business processes related to gifts, pledges, and biographical data.
• Produce financial, analytical, biographical, and demographic queries, exports, lists, and reports.
• Ensure document management protocols are implemented and data integrity is maintained through audit reports.
• Act as liaison to the Business Offices for questions related to gifts and reconciliations.
• Manage the Matching Gift Program and act as system administrator for various platforms.
• Provide leadership to ensure the accuracy of advancement data and efficiency of database processes.
• Collaborate on the design and implementation of tracking new data in support of advancement programs.
• Develop and propose procedures to ensure data accuracy across various platforms.
• Provide training and documented resources for business processes.
• Ensure the highest level of customer service for internally and externally focused operations.
• Serve as key liaison for departments receiving monthly departmental gift reports.

Requirements

• Bachelor's Degree required; Associate's degree with recent related experience may substitute.
• 3+ years hands-on experience with financial data, preferably in a not-for-profit organization.
• Excellent organizational and communication skills.
• Strong problem-solving abilities with a focus on organization and collaboration.
• Ability to manage multiple priorities and projects in a deadline-driven environment.
• Direct experience with databases and understanding of data in relation to business rules and reporting.
• Broad experience with computer systems and relational databases, including knowledge of networking, system servers, software, hardware, and reporting tools.
• Proficient in using MS Office and Google Suite applications.
• Knowledge of charitable giving rules, tax regulations, and industry best practices.
• Experience in communicating technical information effectively through training and documentation.
• Ability to quickly learn and adapt to new software platforms and train others.

Nice-to-haves

• Ability to manage confidential information with discretion and tact.
• An appreciation for higher education, engagement, and advancement work.
• Willingness and ability to attend events outside of business hours.
• Experience with Raiser's Edge, SQL Server, or Power BI.