This position reports to the Vice President of Institutional Advancement and is responsible for the strategic direction, development and execution of central services for Institutional Advancement. The AVP of Advancement Services will provide leadership in best practices and is responsible for the development and execution of policy, guidelines and procedures including, but not limited to gift acceptance, counting and reporting standards, prospect management, naming and recognition, donor recognition letters, endowment reporting, newsletters and staff management.
The AVP of Advancement Services is a member of the IA Management team and coordinates partnership between IA, Finance and Content to advance understanding through open and constant communications, clear and consistent project tracking, accurate information and a sense of urgency toward timely completion of projects.
In addition to working closely with the VP of Institutional Advancement, this position will work collaboratively with the leadership of Institutional Advancement for annual, planned and capital giving, corporate giving and event planning. The AVP of Advancement Services will provide direct supervision to the Donor Relations team, Data Management team and Research team.
Essential responsibilities include the following:
- Stewardship planning, tracking and execution to ensure the department engages past donors and encourages them to be repeat donors.
- Recognition Audit and Tracking Program that keeps all units of the Museum informed in a timely manner of donor expectations, report requirements and donor intent to ensure gifts are used as designated and awarded appropriately as a key part of the stewardship process.
- Gift Processing and Recognition – Quality, accurate and timely communications that recognizes donors through tax receipts and gift recognition letters, partnering with leadership to quickly acknowledge gifts to the Museum in a meaningful way.
- IA Communications and Proposals – Create cases for support, correspondence and proposals that help Major Gift Officer promote the Museum with prospective donors, writing and organizing key proposal templates and information that helps increase the quality and timeliness of communications, proposals and newsletters.
- IA Fundraising Production and Financial Reporting – Create financial reporting packages for board, cabinet members, Museum and IA department.
- VIP Tour management and process that creates an exceptional experience for important visitors, engages key Museum staff and ensures appropriate assignment and follow-up for continued moves management engagement by Major Gift Officers.
- Cultivation and Stewardship events that help recognize donors or advance cultivation opportunities for leadership and Major Gift Officers.
- IA Budgets – Create, track and manage all IA budgets by coordinating monthly audits, updating meetings and reviewing budget status to help budget managers stay under budget and compliant with reporting expenses, keeping the VP of Institutional Advancement advised on budget management issues and progress.
- Research – Support the research process, manage major prospect tracking, identify new prospects, provide comprehensive and strategic prospect profiles and facilitate prospect clearance.
- Systems support for IA – Manage, maintain and facilitate upgrades to Raisers Edge/NXT and work collaboratively with the AVP of Annual Giving and Membership to integrate RE/NXT with other IA and Museum systems, including Commerce, ViaTour, Eprisa, Luminate and the new CRM.
- Records administration – Support efforts to maintain approximately 100,000 constituent records in Raisers Edge/NXT so the records are current, coded and segmented appropriately, strategically and for maximum optimization for fundraising and travel initiatives.
- Donor relations and stewardship – Create and execute a comprehensive strategic donor relations strategy, including guidelines and standards for recognition and stewardship for individual, foundation and corporate donors and annual creation of endowment reports.
- Staff management- Work with the VP of Institutional Advancement on developing and executing a plan for talent acquisitions, on-boarding, staff development, training, staff retention, growth and performance management by partnering with Human Resources on design and implementation.
- Creation and management of communications materials.
- Master’s degree in an appropriate area of specialization and six years of relevant experience or a bachelor’s degree in an appropriate area of specialization and eight years of relevant experience.
- Management experience for areas within the fundraising department.
- Extensive experience with Raiser Edge and/or other fundraising databases.
- Advanced understanding of gift counting and finance counting with the ability to work with the CFO of the Museum in this area.
- Ability to motivate people through a positive/collaborative atmosphere.
- Flexibility to respond quickly and appropriately to changing environments.
- Excelling in personal interactions with staff and volunteers at all levels of the organization.
- Readiness to work evenings and/or weekends as needed to meet deadlines and support Museum events.
- Record of working independently in the creation of reports and projects on deadline.