JOB DESCRIPTION
POSITION TITLE
Assistant Director of Advancement Service
REPORTS TO:
Director of Advancement Services
PRIMARY FUNCTION: Reporting directly to the Director of Advancement Services, the
Assistant Director is a full-time exempt position with responsibility for providing oversight of
data management including importing and exporting data for the Advancement Division. In
working with the Director of Advancement Services, he/she will work with IT to assist in
maintaining the highest level of data security (as provided by IT’s security audit), and help to
implement and update database software as directed by IT. He/She will establish and maintain
best practices in data management as well as work with the Director to seek data entry resources
and ensure quality control of data entry into the database. He/She will be the resource for the
division in uploading, importing and exporting for internal data sources. With the Director of
Advancement Services and IT, he/she will work with other divisions on campus to ensure
sharing of data amongst other systems.
.
AREAS OF RESPONSIBILITY:
 Be an essential team member and lead efforts in conversions, configurations and
implementation of new software and any updates to the fundraising/CRM database for
the Advancement Division.
 Stay abreast of all Advancement Services projects, offering assistance to staff and
coordinating efforts with the Director of Advancement Services.
 Develop and maintain a comprehensive program for data management.
 Provide oversight and on-site expertise for fundraising/CRM software.
 With the Director of Advancement services, work across campus to assess needs and find
resources in training for other divisions using Advancement’s software.
 Make corrections and additions to all database records and supervise student assistance.
 Produce imports and exports in adherence to IT security audit procedures.
 Maintain and implement data security, user access and integrity policy and procedures.
 Work in assistance with IT to expedite the integration of data from other data systems on
campus.
 Work with the Director of Advancement Services in seeking the resources to assist in
training users to effectively use the database system.
 Set up and maintain the vital gift structure of the database, including but not limited to,
campaigns, funds, appeals, packages, proposals and solicitations.
 Maintain and coordinate the development of all additional fields to the database, i.e.,
attributes.
 Design and write reports.
 Coordinate all media needs (computer, projectors, white boards, etc.) among the broader
campus for Advancement Services meetings requiring media.

Become an expert database user by attending user group meetings, yearly forums,
conferences and other educational opportunities to grow your own capabilities and share
with the division at large.
CONTACTS:
EDUCATION:
EXPERIENCE:
Director of Advancement Services, VP of
Advancement, IT’s Database Administrator,
Advancement Leadership Team, Director of
Administrative Computing and others across
campus who may use Advancement’s software.
Essential:
Essential:
Bachelor’s degree from an accredited
college/university and 3 years of related experience
with computers and database management OR a
minimum of 15 years of experience working with
computers and database management.
Experience with Crystal Reports a must. Must have
advanced skills in Microsoft Excel, and proficiency
in Microsoft Access and Word.
KNOWLEDGE, SKILLS, ABILITIES:
 Must be familiar with Advancement for colleges, especially report writing, prospect
management and gift receipting.
 Extremely detail oriented, committed to accuracy, proactive, a self-starter, and willing to
learn new software and procedures.
 Able to communicate complex data needs and data configurations in layman’s terms for
end-users.
PHYSICAL DEMANDS:
N/A
WORKING ENVIRONMENT:
Normal office environment.
WORK SCHEDULE:
FTE: 1.0
Term: Full Year
Shift: Campus Office Hours 8:00 a.m. to 5:00 p.m.
Monday through Friday; occasional evening and
weekend hours for special events.
APPROVAL:
Kim Olmsted
DATE:
August 2013