Description

Title: Advancement Associate                                                           FLSA Status: Exempt

Department: Office of Philanthropy

General Summary:

The Advancement Associate serves as a key program manager and process improvement lead within Advancement Services and the Office of Philanthropy while maintaining key office functionality such as gift administration and data oversight. This role works strategically and closely across departments and within the Office of Philanthropy to advance the organization's philanthropic mission and ensure smooth delivery of the upcoming comprehensive campaign.

Principal Responsibilities and Duties:

1.      VP & Chief Development Officer Program Management

• Provide dedicated program management support for VP & Chief Development Officer’s strategic initiatives.
• Coordinate complex, multi-phase projects and oversee operational aspects of comprehensive campaign.
• Manage project timelines, deliverables, and stakeholder communications for VP-led initiatives.
• Facilitate cross-departmental coordination for major institutional advancement philanthropic priorities.
• Prepare executive briefing materials, progress reports, and strategic planning documentation.
• Coordinate meeting logistics, agenda preparation, and follow-up actions for VP leadership activities.
• Track and monitor progress on VP strategic goals and institutional advancement metrics.
• Serve as project coordinator for major donor engagement strategies.
• End to end budget management.

2.      Project Leadership & Process Improvement

• Lead operational improvement projects to enhance efficiency and donor experience.
• Manage implementation of new technologies, processes, and organizational changes.
• Coordinate cross-functional projects involving finance, communications, and program departments.
• Develop and maintain standard operating procedures and staff training materials.
• Lead process mapping and workflow optimization initiatives.
• Execute program management responsibilities for VP & Chief Development Officer strategic projects.
• Coordinate project resource allocation and timeline management across multiple concurrent initiatives.

3.      Process Improvement Management

• Manage and lead a process improvement program across development.
• Coordinate operational support for fundraising campaigns, events, and donor cultivation activities.
• Support operational budget management and resource allocation for advancement services activities.
• Oversee daily operations of advancement services including workflow coordination and process management.
• Establish and monitor operational procedures and quality control standards within advancement services.
• Manage vendor relationships for advancement services including technology, printing, and data services among others.
• Lead implementation and management of advancement services technology systems and database operations.

• Serve as primary liaison between Advancement Services and development staff for operational programs.
• Coordinate strategic projects and cross-departmental initiatives under direction of Head of Advancement Services and with the VP and Chief Development Officer.
• Provide operational analysis and recommendations for advancement services decisions.
• Represent Advancement Services in Development Office meetings and institutional planning sessions.
• Support the Head of Advancement Services with special projects, implementation and operational priorities.

4.      Direct Gift Administration

• Liaise with finance to standardize fund creation and coordinate gift designation changes, fund transfers, and donor intent documentation
• Facilitate, implement and manage the streamlining of gift processing and reporting.
• Process and administer all philanthropic gifts including grants, cash, securities, planned gifts, and in-kind donations among other giving vehicles.
• Oversee pledge payment schedules, installment tracking, and donor payment coordination.
• Ensure accurate and timely gift entry, coding, and acknowledgment processing.
• Handle full process and cycle of gift designation updates
• Manage internal approval process has been implemented for gift administration.
• Manage complex gift arrangements including matching gifts, corporate sponsorships, and multi-year pledges.
• Ensure IRS compliance for all gift receipting and tax documentation.

5.      Compliance & Financial Coordination

• Serve as primary liaison with Finance Department for gift processing and reconciliation.
• Ensure adherence to institutional policies and legal requirements for charitable giving.
• Coordinate monthly gift reconciliation processes and financial reporting.
• Manage gift agreement administration and restricted fund compliance.
• Support annual audit processes with documentation and reporting requirements.
• Maintain confidential donor files and gift documentation systems.

6.      Database Management & Reporting

• Manage data imports/exports, system integrations, and database maintenance protocols.
• Generate strategic reports for leadership including campaign progress, donor analytics, and operational metrics.
• Conduct prospect research when needed and wealth screening analysis to support fundraising efforts.
• Coordinate donor segmentation and targeted communication campaigns.
• Maintain comprehensive donor database with emphasis on data integrity and accuracy across our CRM system, currently Raiser’s Edge.
• Oversee data governance policies and ensure compliance with privacy regulations.

7.      Donor Relations & Stewardship Operations

• Coordinate special donor services including estate planning support and legacy giving administration.
• Ensure timely and accurate donor correspondence and documentation.
• Support major gift stewardship activities and donor cultivation events.
• Coordinate donor acknowledgment processes and personalized stewardship communications.
• Manage operational aspects of donor recognition programs and special events.
• Oversee donor database updates and communication preference management.

         Provide quality services that meet the needs of patients and clients as well as other identified customers including staff, community members, donors, families, referrers, visitors.

         Represent the organization at Sheppard Pratt and Development Office sponsored events.

Knowledge, Skills, and Abilities Required:

1. Strong program management capabilities including executive-level project coordination and operational leadership within advancement services team structure.
2. Work requires a minimum of 2-3 years of experience in supervisory or project management role with executive support experience and 5-7 years of progressive experience in nonprofit operations with direct gift administration experience; problem-solving skills to initiate, plan, maintain, and create effective operational processes and to propose effective departmental procedures and systems.
3. Expert-level proficiency in donor database management (Raiser's Edge NXT strongly preferred), and advanced project management skills with experience in complex, multi-stakeholder initiatives.
4. Prince2 certified or PMP certified and experience with LEAN Six Sigma methodologies preferred.
5. Experience with Project Management tools (e.g. Jira, Smartsheet, etc.) preferred
6. Work requires strong verbal and written communication skills and knowledge of database management acquired through a Bachelor's degree in Business Administration, Operations Management, or related field of study.
7. Seek out and implement new tools to improve efficiency and speed of data management and operational processes.
8. Work requires strong interpersonal skills to work collaboratively with donors, internal staff, and software vendors and train development staff in the use of database software and operational procedures.
9. Attention to detail and the ability to work under pressure to meet goals and deadlines is required.
10. Stay up to date on evolving best practices in the field of Advancement Services and Development processes, through publications, educational opportunities, and professional organizations.

Working Conditions: Note: Reasonable accommodations may be made to enable a qualified individual with a disability(s) to perform the essential functions of this position.

1. Generally, work occurs in an office environment with normal temperatures and office working conditions.
2. Generally sedentary work with occasional standing and walking.
3. Work requires normal vision and hearing.
4. Work requires very frequent speaking to employees in person, online, as well as frequent use of telephone.
5. Work requires extensive use of a computer.
6. Work may require staffing events for some weekends.

Reporting Relationships:

Reports to the Director of Advancement Services.