Institutional Overview

William James College is in an exciting growth phase at a time when its work is more essential than ever. For 50 years, the College’s talented faculty and staff have been educating professionals to bring mental health treatment skills to businesses and organizations, health care systems, correctional facilities, community mental health centers, schools, and consulting rooms. William James College is committed to educational excellence in applied psychology and developing the next generation of skilled professionals to increase access to behavioral healthcare for all people.

Position Summary

The Office of Institutional Advancement seeks an Advancement Operations Manager to optimize and enhance the work happening within our department. This position is responsible for the oversight, management, and integrity of gift processing, the customer relations management database, Raiser’s Edge NXT, Record maintenance, reporting, market analysis, and research. This position is also responsible for training and supporting staff, leading special database projects, and will either be responsible for or have oversight of support staff in generating reports, queries, and mailing lists. Included in this focus area, the Advancement Operations Manager will also be responsible for the development of policies and procedures, including fund agreements and fund reporting, donor stewardship processes, and systems for prospecting, research, and pipeline development. Additionally, the Advancement Operations Manager serves as the primary liaison with the Finance Department and institutional leaders to ensure funds are appropriately spent and reported back to donors.

Essential Functions

Processing & Donor Acknowledgment

Manage all aspects of gift processing and gift acknowledgment for William James College Advancement Office.
Partner with the finance office to ensure systems are in place to accept, maintain, and report on gifts, pledges, and funds from donors and departments.
Ensure all reporting activities are handled with accuracy and in a timely manner.
Oversee the ongoing maintenance of policies and procedures governing gift booking, reporting, acknowledgment, and receipting and ensure they comply with internal and external auditing measures.
Prepare monthly pledge balance reports, issue pledge reminders, and maintain pledge documentation for all fundraising activities.
Conduct routine gift audits for daily deposits and monthly closes and assist Finance with fund/gift audits and reconciliations, as needed.

Donor Stewardship & Engagement

Oversee donor stewardship program and ensure systems, processes, and workflows effectively steward donors across all areas of giving.
Act as an expert resource regarding the usage of restricted gifts and identify issues that impede the fulfillment of donor intent.
Work with front-line fundraisers to ensure proper gift and grant tracking and reporting.
Assist in the management of acknowledgment letter templates, solicitation forms, etc., ensuring appropriate legal, ethical, and financial language is incorporated.

Fund Management & Compliance

Participate and lead the fund management process, including fund creation and establishing financial relationships to secure gifts to new funds.
Oversee the pledge reminder process by ensuring pledge reminders are appropriately tagged in the database and distributed, reports are accurate and timely, and a normal cadence of operational and front-line meetings are followed to determine a strategy for past-due pledges.
Assist fundraisers in creating pledge agreements to meet legal, ethical, and financial standards for multi-year commitments, endowments, and naming opportunities.

Database Management, Information Systems & Analysis

Comprehensive management of the Raiser’s Edge NXT donor database, including working with Blackbaud on system updates, user account management, training, documentation, and reporting.
Consult with Advancement staff to track and report on fundraising progress and donor trends.
Set and communicate data entry policies, conduct data integrity audits, and oversee records management and data cleanup functions to ensure data accuracy.
Create mailing lists, fundraising analysis reports, and prospect lists as requested by Advancement staff.
Serve as a resource to the Advancement team on all fiscal, operational, and information system needs.

Perform other duties as assigned or required.

Education and Experience

Bachelor's degree OR equivalent combination of education and experience.
5-7 years of progressively responsible fundraising experience, including gift processing and annual campaign management
Minimum two years of experience in Raiser’s Edge, preferably as a gift processing or database manager
Proficiency with Microsoft Office products required
Ability to manage multiple priorities and competing deadlines
Excellent communication, writing, and organizational skills
Strong research and problem-solving skills
Commitment to accuracy and database integrity
Demonstrated ability to work successfully in a team environment and collaborate across departments

Application Instructions

To apply, please visit our career site:https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=40dab9cd-14a1-4d29-b356-da8c9cb6fb6f&ccId=1 9000101_000001&type=JS&lang=en_US

Click on the position you are interested in applying to
Click the “Apply” button to begin the application process
Applications will be reviewed when submitted, and considered until the position is filled.

Additional Information:

This position will have the option of working remotely two days per week (subject to change)
Occasional weekend or evening hours may be required for advancement-related events

Benefits

We're thrilled to present an exceptional benefits package designed with your well-being in mind! Enjoy comprehensive health, vision, and dental insurance, alongside the flexibility of both a 401(a) and 403(b) retirement plan. Plus, you’ll receive company-paid life insurance, long-term disability coverage, and access to flexible spending accounts. Take advantage of our generous paid time off and exciting professional development opportunities that empower your growth! Join us and experience a rewarding workplace that truly invests in your future!

William James College is a not-for-profit organization under Section 501(c)(3) of the Internal Revenue Code. Employment at William James College may qualify for The Public Service Loan Forgiveness (PSLF) program. studentaid.gov/manage-loans/forgiveness-cancellation/public-service#qualifying-employer

Inclusive Excellence at William James College: William James College is an institution and a community committed to the principles of excellence, fairness and respect for all people. Our Inclusive Excellence model infuses diversity, equity and inclusion efforts into the core of institutional functioning to realize the educational benefits of diversity both locally and globally. We are committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for change agents in an increasingly complex, pluralistic society.

William James College

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