Advancement Services and Operations Director

Summary

The Director of Advancement Services and Operations supports the Associate Vice President in leading the data, systems, and operational infrastructure that underpins the University’s fundraising and alumni engagement efforts. The position oversees database administration, reporting, analytics, and systems management across platforms including, but not limited to, Ellucian CRM Advance, Blackbaud Raiser’s Edge NXT, Almabase, Donor Connect, GiveSmart, eTeamSponsor, and Colleague. The Director ensures the accuracy, integrity, and governance of all advancement data while developing tools and processes that strengthen decision‑making and operational efficiency across the division. This role serves as a strategic partner in optimizing advancement technologies and maintaining a reliable, compliant, and data‑driven environment. In partnership with the Senior Director and Associate Vice President, the Director also leads day-to-day prospect and donor management operations - maintaining the prospect pipeline, supporting moves management, and delivering prospect research and donor analytics that advance the University's fundraising priorities.

This is an In-person position.

Essential Functions

1.   Data Management, Reporting, and Analytics

• Lead the development, maintenance, and optimization of reporting and analytics tools within Blackbaud Raiser's Edge NXT that support fundraising strategy, prospect management, and institutional decision-making.
• Build dashboards, lists, and analytical reports that provide real-time insights for internal and external stakeholders, leveraging RE NXT's built-in reporting and query tools.
• Provide data segmentation for reporting, mailings, and fundraising appeals.
• Automate and streamline data inputs, appends, updates, and exports through available workflow and automation tools.
• Enhance user access to data by developing intuitive reporting structures and promoting information self-sufficiency across the Division.
• Provide data support for fundraising initiatives, including digital campaigns, crowdfunding, phonathons, and athletics-related giving.
• Create and maintain documentation for data standards, reporting procedures, and system workflows.

2.   Prospect & Donor Management  

• Administer the prospect and portfolio management tracking system, including assigning and removing prospect/relationship managers and maintaining the accuracy of portfolio assignments.
• Manage the prospect pipeline - including unassigned and newly identified prospects - and partner with gift officers and leadership to advance moves-management strategies.
• Prepare and distribute prospect-management dashboards, portfolio reviews, and reports for gift officers in advance of prospect strategy meetings.
• Conduct prospect and donor research using tools such as DonorSearch, LexisNexis, Alumni Finder, and RE NXT wealth screening to assess philanthropic capacity, affinity, and inclination.
• Prepare comprehensive donor and prospect profiles, briefings, and biographical summaries for the President, Vice President, and senior leadership.
• Coordinate wealth-screening, data-append, and prospect-identification projects, ensuring results are captured and actionable within the CRM.
• In partnership with the Senior Director and Associate Vice President, develop, document, and continuously improve prospect and moves-management processes.
• Support donor stewardship by delivering the data, reporting, and analytics that inform personalized acknowledgment, recognition, and engagement.

3. Systems Administration, Data Governance, and Operational Infrastructure

• Oversee the administration, integrity, and daily operation of the University Advancement CRM and related systems, ensuring accuracy, completeness, and timeliness of constituent data.
• Monitor and manage all data imports, exports, integrations, and system workflows to maintain a clean, reliable, and audit-ready database environment.
• Partner with Information Technology to design, maintain, and enhance integrations between advancement systems (RE NXT, Almabase, GiveSmart, eTeamSponsor) and campus systems such as Colleague and Workday.
• Provide oversight of gift processing, pledge documentation, and acknowledgment workflows, serving as a backup for gift entry when needed.
• Evaluate system issues, enhancements, and data quality concerns; recommend corrective strategies; and collaborate with leadership to implement improvements.
• Ensure adherence to data governance policies, industry best practices, and regulatory requirements (CASE and VSE) related to donor and constituent information.

Requirements/Qualifications

• Bachelor’s degree required – Field of study: computer science, programming, management information systems

• Master's degree preferred

• 3-5 years relevant work experience required

• Strong problem-solving abilities, an acute attention to detail, excellent organizational skills.

• Comprehensive knowledge of project planning, resource coordination, effective communication and team dynamics.

• Well developed computer literacy with experience in word processing, spreadsheet and fundraising databases, advanced internet skills.  Raiser's Edge and Microsoft Access experience preferred.

• High level written and oral communication skills with emphasis on report writing and strong editing skills.

• Fund Raising Professional with a good knowledge of philanthropy with an emphasis on cultivation, stewardship and solicitation.

• Knowledge of accounting, payouts, award amounts and fund balances.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.