Director of Advancement Operations
Westtown School is an independent, co-educational, pre-K to 12,
college preparatory day and boarding school located in suburban
West Chester, PA, approximately 30 miles from Philadelphia.
Situated on a beautiful 600-acre campus, Westtown offers
state-of-the-art facilities where our committed faculty and staff
inspire and prepare our students to be stewards and leaders of a
Westtown School is seeking an experienced, innovative and
self-directed Director of Advancement Operations who will
continue to enhance an established advancement services program
within a strong and successful advancement department. This
position is a full time year-round position reporting to the Dean
The Director of Advancement Operations manages all aspects of
the Advancement Operations team within the Office of Advancement.
This position oversees the School’s Raiser's Edge NXT database with
38,000 constituents, prospect research and management, and
information and Advancement support services. The Director will
maintain and enhance development operations to assure best
practices and high standards of quality, efficiency, accuracy,
transparency, and confidentiality around the handling of donor
information, reporting, acknowledgements, and procedures related to
all capital and annual fundraising campaigns and alumni/ae/x
engagement. The Director also supervises prospect research and
management supporting the expansion of the donor pipeline to meet
revenue goals and enhance annual and capital philanthropic support
to Westtown School. The Director supervises one full time team
member, the Advancement Services Assistant. Over the past five
years, Westtown has continued to expand its fundraising program,
averaging total giving of $6.3 million per year from all
constituents, building toward our next capital campaign.
As Westtown strives to fulfill our commitment to being an
anti-bias, anti-racism (ABAR) school, we are seeking culturally
competent candidates with a demonstrated commitment to and ongoing
professional development in the areas of diversity, equity,
inclusion, and social justice.
Essential Duties and Responsibilities:
Provide leadership for the
Advancement Operations team responsible for biographical records
management; gift records management; monthly reporting; annual
fundraising/campaign reporting and tracking; event mailing list
creation and tracking; event database entry and management;
prospect research and management; gift processing and
acknowledgment; and departmental budget management.
Set metrics, goals, and track
progress for Advancement Operations; create and/or update policies
and procedures with respect to the overall responsibilities of
Serve as a liaison to advancement
constituents as well as other departments on campus, such as
Finance, Human Resources, IT and others as required.
Serve as the lead Raiser's Edge NXT
database manager for the advancement office, and interface with
other departments using the Blackbaud platform.
Promote positive donor relations by
helping to ensure the accuracy, confidentiality and integrity of
biographical, demographical, gift records and other
Monitor the day-to-day operation of
the database to ensure all fundraising technologies and systems are
regularly reviewed for efficiency and efficacy; strategically
support the department's overall goals; and assist in determining
who requires access to various databases/tools.
Manage Advancement team policies and
procedures for database management. Keep current with all system
updates and training. Routinely update and maintain policies and
Remain at the forefront of best
practices and procedures for database management and development
services to ensure the appropriate level of leadership and
Create and implement prospect
management protocols and interact with department directors
regarding the tracking and reporting of constituent activity.
Supervise the processing and
acknowledging of gifts, pledges, pledge payments, matching claims,
tribute gifts, and other contributions with consideration to
timeliness and efficiency of processing; manage reconciliation
of restricted/unrestricted funds between Advancement and Finance
departments, ensuring reporting and recording practices are in
compliance with audit principles.
Design, execute, and maintain
customized database reports, lists and queries to support the
Advancement Office and to fulfill requests for information from
other departments. Further utilize the database to build queries
for Advancement communications.
Develop and maintain a suite of
reports to monitor and measure fundraising performance for the Dean
of Advancement, Finance Office and, as required, other departments
in the school.
Document and maintain procedures,
workflows, processes, and complex functions.
Oversee quality control of all
information and communication conveyed from Advancement Services,
including financial reports, budgets, receipts, tributes, letters,
Responsible for assisting with
high-level reporting to School boards, councils, and
Address "critical needs" that occur
on a short notice and require immediate action and serve as a
resource for team members.
Serve as an active member of the
School’s Advancement leadership team; and attend meetings and
events as appropriate.
A bachelor's degree from an
accredited institution of higher education required, a Master’s
degree is preferred.
A minimum of six years of advancement
services experience and three years of direct supervisory
experience supervising multiple employees.
Experience should include development
research, gift processing, information and fund management as well
as capital campaign report generation and support.
Demonstrated advanced proficiency
constituent management database systems and the ability to work
effectively with system administrators or programmers. Significant
experience with Blackbaud Raiser’s Edge and RE NXT required.
Ability to build strong collaborative
relationships internally with Advancement staff and externally with
volunteers and vendors.
Interpersonal skills to work
effectively with School leadership, prospects, benefactors,
volunteers and the public.
Strong analytical capabilities,
including ability to evaluate complex prospect-related information,
including demographics, financial information, etc. as well as the
ability to translate/transmit that information to staff and
fundraising volunteers in analytical reports.
Outstanding desktop computer skills,
especially with database tools; emphasis on streamlined
Advanced proficiency using Microsoft
Word, Excel, and PowerPoint.
Exceptional writing and oral
communication skills, including demonstrated success at
communicating technical information to lay audiences.
Proven ability to maintain
confidentiality and handling of sensitive information.
Commitment to the mission and values
of Westtown and a passion for learning and continuous professional
Guided by the Quaker belief that there is that of God in all
persons, Westtown School is a community of learners who value, and
are themselves strengthened by, the rich diversity of its members.
As a school, we seek to prepare students for living and leading in
a diverse and complex world. As a community, we aspire to
inclusivity and respect. To these ends, we welcome qualified
students, faculty, staff, and trustees of any race, color, national
or ethnic origin, citizenship status, religion, ancestry, sex,
gender, gender identity and expression, sexual orientation, age,
disability, genetic information, military or veteran status, family
structure including marital or parental status, and socioeconomic
status. Westtown School does not discriminate against individuals
on the basis of these characteristics in any of its policies,
procedures, or practices relating to admission, access to
activities or programs, hiring, or other employment-related
Interested, qualified candidates should send a cover letter
and resume to: Sherri Farenwald, Director of Human Resources,
and select Show All Job Openings.