Associate Director of Advancement Services
Institutional Advancement
Summary of Duties, Responsibilities and Goals
As part of the College’s Advancement Services team, this fast-paced position will report
to the Director of Advancement Services and will interact as a collaborative partner with
all Institutional Advancement business units to provide report-writing, data analysis,
process management, and reporting tools for the College’s constituents and fundraising
financials.
In support of the Director of Advancement Services, this position will provide report
writing expertise, process and project management, and supervision for the data and
reporting team in Institutional Advancement. The Associate Director serves as a
steward for the data integrity of all alumni, donor and constituent records, and is an
advisor for staff responsible for maintaining and enhancing the highly confidential data
on alumni and donors in the advancement database (Banner/Ellucian). The Associate
Director is also responsible for the design, identification and implementation of
improvements to the database as well as developing new reporting tools for end users.
Additionally this position will be tasked with assessing and refining process and
procedures as well as documenting these functions to be utilized by all of Institutional
Advancement. This position will work collaboratively with other college partners,
including ITS (Information Technology services).
Essential Functions
The following statements are intended to describe the general nature and level of work being
performed by an individual assigned to this job. Other duties may be assigned.
Project, Process and Program Management (approx. 30%)
 Oversees and supervises the report writing and report development of
Institutional Advancement. This includes both full time Advancement Services
staff, as well outsourced labor.
 Will plan, assess and oversee large scale projects relating to the enhancement of
reporting tools and automating of processes. Will work with stake-holders to
determine goals, priorities, timeline and deliverables for projects.
 In conjunction with the Director of Advancement Services will help design data
specifications and ensure that these are presented in a consistent, organized and
comprehensive fashion.
 Will help assess and refine data management practices and reporting procedures
as well as the policy behind them. Develop and manage the I.A. Data Cookbook.
 Will serve as the lead in developing new and innovative report tools to better
help front-line development staff utilize prospect and donor data.
Report Writing & Data Analysis (approx. 60%)
 Using report-writing tools Oracle SQL, Argos, or other relevant report-writing
tools, creates standardized and ad hoc data and financial reports to extract and
disseminate data for internal and external audiences. Builds reports and report
processes that will allow information to be maintained and shared among new
and existing campus and online systems.
 Troubleshoots queries and system processes to ensure accuracy, timeliness and
transparency of data to all users.
 Assists in the analysis and development of data analytics tools for prospect
research and other frontline fundraisers to deploy analysis dashboards based
upon available information. Must be able to present data visualization in a way
that will establish the importance of its implications and the immediate need for
action.
Data Acquisition Data Management (approx. 10%)
 In collaboration and consultation with vendors, prepares advancement data for
cleansing, updating and/or acquisition from outside data collection firms.
Analyzes refreshed data from vendor for completeness and develops Oracle SQL
code to electronically upload refreshed data into the database management
system to maximize data usage and minimize data aging.
 In collaboration and consultation with IA departments, various college
departments and the IA Data Acquisition committee, analyzes historical
electronically stored spreadsheets of relationship cross references, student
activities, athletics rosters, current and historical alumni and student events, etc.,
to prepare relevant data for electronic upload into the database management
system.
Knowledge/Experience Requirements
Communication Skills
The ideal candidate will be an analytical yet approachable individual whose focus is to
deliver a superior experience and a superior product. Must have exceptional
relationship management skills including a keen understanding of and track record of
building successful cross-organizational relationships with diverse and varied
stakeholders including IA leadership, fundraisers, ITS, directors and other IA staff.
Excellent interpersonal, verbal and written communication skills.
Exceptional
organizational skills and attention to detail required.
Experience
Minimum 7 years progressive proficiency with data management and report writing
techniques using Oracle SQL or other report writing software. Experience in
development related or higher education settings a plus. Should be familiar with
process-driven data quality control and change management techniques. Must have the
ability to implement strategy and deliver results.
Education
Bachelor’s degree in Information Technology, Computer Science or related field, or
demonstrated equivalent training or technical experience is required. Advanced degree
and/or Oracle certifications preferred.
Technology Skills
This position requires an extensive, varied and successful experience in the discipline of
data management with a deep familiarity and understanding of Oracle SQL, and other
Oracle database reporting writing products. Experience in reporting writing within
Ellucian’s Banner Alumni Development environment using Oracle SQL, Evision’s Argos or
other fundraising database management systems or report writing tools preferred.
To apply, please submit a resume, cover letter and salary history to: resumes@oxy.edu