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Director of Advancement Services

Claremont McKenna College
California, United States
Salary Not specified
Closing date
May 31, 2023

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Position Type
Programs, Other Programs
Academic Centers
Employment Type
Full Time

Director of Advancement Services


Time Type
Full time

Job Requisition iD

Equal Opportunity and Nondiscrimination Statement
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Job Details and Requirement:


$90,000 - $95,000 PER YEAR


The Director will lead the Advancement Services Office in carrying out critical operations and systems support for the strategic priorities of the Advancement Office. The position will provide leadership for a wide range of services including reporting, data integrity and records management, gift accounting, and oversight of the fundraising toolkit and systems ecosystem for Advancement.
The Director will report to the Assistant Vice President for Advancement Operation & Donor Engagement but will be expected to pursue initiatives independently and with the cooperation of on-and-off campus partners. The successful candidate must be team oriented, well-organized, able to handle multiple projects simultaneously, an effective communicator (both orally and in writing), must be able to quickly and precisely translate ideas into action; and must take well to constructive criticism and differing ideas.



Serve as the Advancement office Database & Systems Administrator. Develop office procedures outlining the proper use of the Raiser's Edge database system to orchestrate effective data entry and retrieval. Work closely with Leadership Giving, Annual Giving. Stewardship, Research & Relationship Management (and other offices) to ensure an integrated approach for data management, tracking and distribution. Manage and onboard integrated software & technologies including Blackbaud's NetCommunity, Award Management, ResearchPoint, PaperSave, Omatic, Business Intelligence, Give Campus, Gravyty, ThankView etc. Act as lead on any future upgrades or implementation of Advancement systems. Manage the "Gift Office" processes with emphasis on gift acceptance, gift and pledge entry, gift receipts, and acknowledgement letters. Organize and coordinate with campus departments when donations are received. Work closely with campus departments to be sure donations are spent in accordance with the donor's intentions through budget reviews. Supervise Advancement Services staff in execution on all gift processing. In conjunction with the Assistant Vice President, serve as a primary oversight officer on Advancement compliance, security, quality control and data integrity. This includes direct management of Advancement Services staff on records upkeep and archival procedures. Director must remain well informed about IRS, CASE, industry and College policy on business data. Develop and organize fundraising reporting mechanisms for various constituencies including the Advancement Office Staff, Board of Trustees, and other volunteer groups who rely on accurate giving reports. Work with the Finance Office to ensure financial integrity of advancement numbers and seamless tracking/reporting for auditing and easy comparison. Manage year-end fundraising surveys. Assist with lists and tracking projects (e.g. – Honor Roll) that require data analysis. Coordinate Advancement Services projects from inception through delivery as requested. Projects often related to data collection and confirmation; data management and cleanup; gift and pledge reports on a per-project basis; and prospective donor lists. Manage high-volume import and export processes. Responsible for making direct recommendations to the Assistant VP about the health and usability of systems. Director will train colleagues about the proper way to code constituents in order to generate consistent and accurate work product. Serve as the primary liaison to the CMC ITS office. Evaluate the technological needs of the Advancement office and collaborate with ITS to make joint recommendations.

Oversee internal committees that integrate with the work of the database, including the Blackbaud Focus Group, Data Management Task Force, Budget Accountability, etc. Determine group action items for user-defined projects, lead data cleanup projects and manage progress towards goals. Work closely with other Directors to make sure their staff representatives are facilitating the flow of information. Manage training classes for all end-users through initial new hire orientation and continued education sessions with a goal of incorporating Advancement systems into the daily operations of advancement staff. Using the Blackbaud Focus Group meetings, determine training needs in combination with an outlined yearly training plan. Participate in strategy sessions with the Assistant VP to analyze the needs of the Advancement Office. Help build analytics and reporting framework for executives, senior leadership, and other Advancement departments. Make recommendations about enhanced business processes and take action within the system. Perform other essential duties and tasks specific to the position


EDUCATION: Bachelor's degree required, and advanced degrees will be considered.

EXPERIENCE: 3-5 years experience working closely with data, analytics, research, or constituent relationship management systems. Must have demonstrated an ability to take projects from inception to delivery in short order. The successful candidate should have a customer-centered outlook. Must have demonstrated ability to establish and maintain effective working relationships with staff and faculty colleagues. Experience working in higher education is preferred

REQUIRED KNOWLEDGES, SKILLS AND ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.
Demonstrated experience with CRM software products and relational database concepts; Blackbaud experience preferred. Familiarity with SQL and data visualization techniques. Ability to organize data, prioritize projects, and meet deadlines with a keen attention to detail. Excellent writing, grammar and editing skills with a knowledge of business writing procedures. Experience with Strategic Planning. Ability to travel to offsite events, meetings, programs or conferences.

TECHNOLOGY: Must be able to learn and adapt to new technology solutions quickly and effectively. Excellent skills in Microsoft Word & Excel are mandatory. Above average skills in PowerPoint, Access, and Outlook are preferred. Additional preference will be given to candidates with experience working with Blackbaud's Raiser's Edge & NetCommunity and/or Business Intelligence, or other report writing products.

REQUIRED HOURS: Full-time 8:00 – 5:00 p.m. Monday through Friday. Work may include some evenings and weekends. Regular hours may vary due to needs of the College or division. This is a 12 month (July – June) position.

This is an exempt position.
This is a regular, full-time position.
This is a benefits-eligible position.

Licenses: A valid driver's license or equivalent means of reliable transportation to off-site meetings and events is required.

SUPERVISORY RESPONSIBILITY: This position will supervise professional and administrative staff.

REPORTS TO: Assistant Vice President for Advancement Operations & Donor Engagement

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times. Professional attire and grooming is a must.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490. All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations
In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual's disability.

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC's discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or for assistance.

To apply:


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