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Director of Advancement Services

Company: Flagler College
Date Posted: September 22, 2017

Basic Description and Scope of Responsibilities: 


The Director of Advancement Services is responsible primarily for database management, gift processing, recording and reporting, data integrity and security, and prospect management in the Office of Institutional Advancement. 


The Director is responsible for the management oversight of the development and implementation of the College’s fundraising database and prospect management system of over 40,000 records. 


The Director is responsible for the receipt, accounting, deposit, acknowledgment of, and reporting of all gifts and pledges from donors to Flagler College. 


The Director reports to the Vice President for Institutional Advancement and serves as the operational manager as it relates to budget responsibilities and office procedures.


The Director functions as an official representative of the College and, as such, shall maintain and demonstrate a collegial, customer-service approach to donors, students, parents, alumni, faculty, other staff members and all constituents.   


The Director’s responsibilities include preparing management reports, systems documentation, records maintenance, use and support of computer-based information systems, reconciliation and transfer of funds to appropriate accounts, logging of all gifts on the database and direct supervision of the Advancement Services staff.      


Essential Functions:


  • Work as part of an integrated management team to support all fundraising initiatives, to establish overall goals and strategies for increasing private support to Flagler College, and to supervise the Advancement Services team (currently two direct reports: Manager of Gift Administration and Database Manager).


  • Responsible for the processing and acknowledgment of gifts, pledges, pledge payments, matching gifts, memorial gifts, in honor gifts, and other gifts to the College (of any dollar value).  Monitor the timeliness and efficiency of processing gifts and assures that all corresponding links in the database are updated and maintained as gifts are processed. 


  • Direct and manage the Advancement Services staff and provide professional support to the staff in implementing financial processes, donor recognition, donor stewardship, coordination of scholarship criteria and reporting, prospect management, and other related activities, including support for foundation and donor research, database management, donor gift history, and financial reports.


  • Support Institutional Advancement staff in fundraising activities related to annual giving, major gifts, corporate and foundation giving, and planned giving.


  • Produce, maintain, and develop reports and queries to monitor the integrity of data stored in Raiser’s Edge


  • Ensure the timeliness and accuracy of gift receipts to donors.


  • Establish benchmarks, develop and submit reports on gift receipting in accordance with IRS rules and CASE standards.


  • Coordinate the records involved in the Honor Roll of Donors, Scholarship Socials, the Spring Donor Dinner, and other stewardship-related activities, publications and projects.


  • Prepare and distribute, as appropriate, a monthly Comprehensive Advancement Program (CAP) report and Key Performance Indicator (KPI) report in a timely fashion.


  • Generate monthly reports, charts and graphs relating to gift methodologies, gifts and donor constituency.


  • Continuously improve the quality of alumni and donor data.


  • Develop, review, interpret and advise staff of office policies and procedures, and ensure compliance with fundraising policies, goals and procedures.


  • Participate in developing cultivation and solicitation strategies of donor prospects.


  • Maintain the major gifts pledge system in accordance gift accounting procedures,


  • Ensure that the statements of intent reflect donors’ wishes, and that reminder notices are sent regularly and timely.


  • Supervise the maintenance of all donor files, scholarship files, and individual, foundation, and corporate donor files.


  • Facilitate access and provide training on the College’s fundraising database, Raiser’s Edge, for the daily operations of Institutional Advancement. 


  • Work with Office of College Relations to ensure that major donors and prospects are invited appropriately to campus events and that major donors are recognized appropriately in all campus publications, plaques, and college information related to donor recognition.


  • Work with Office of Business Services to ensure that the financial records of the College are accurately receipted and recorded in RE, that reports and accounts balance and are regularly reconciled, and that appropriate gift and donor information is reported accurately.


  • Work with the Institutional Advancement team during such events such as Alumni Weekend, the annual Donor Dinner, the Women of Vision Power of the Purse, and other events as needed.


  • Work with Office of Enrollment Management and Registrar’s Office to ensure that the fundraising database accurately reflects all students, parents, and alumni.


  • Maintain and safeguard confidential financial and personal information of all constituents.


  • Provide full services support for comprehensive campaign including tracking next steps, pledge commitments, solicitation strategy management and reporting.


  • Other duties as assigned by Vice President for Institutional Advancement.  





  • Undergraduate degree required, preferably in accounting, information technology or a related field. 


  • Five-years of experience preferred, preferably in higher education or non-profit organization, and fundraising.


  • Experience in managing staff and budgets preferred.


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


  • Comprehensive understanding of advancement services including gift processing and acknowledgments, prospect management, biographical maintenance, and other data maintenance activities.  This knowledge is essential for development of database policies and procedures.


  • Knowledge of IRS regulations, in particular as they relate to higher education and financial accounting systems.


  • Outstanding organization skills, and ability to organize, train, and motivate staff and build and manage a highly effective, high performance team.


  • Ability to ensure the accurate processing of gifts and pledges and ensure processing deadlines are met.


  • Ability to handle various special projects on an ongoing basis while addressing daily needs for the office; ability to work under pressure and manage multiple deadline-driven projects.


  • Must possess good oral and written communication skills, a collaborative nature, and excellent interpersonal skills.


  • Ability to perform proactively and to respond timely to requests for reports and/or information.


  • Knowledge of database systems, Raiser’s Edge, and advanced Excel skills. 


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