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About the Role
Reporting directly to the Vice President for Advancement, the Assistant Director of Advancement Services plays a key role in supporting the College’s fundraising and alumni engagement efforts. This position manages gift processing, acknowledgments, reporting, and database oversight, while also serving as a critical liaison with Finance and other campus departments. The Assistant Director exercises independent judgment in overseeing advancement operations, determining appropriate processes, ensuring compliance, and advising leadership on data integrity, reporting strategy, and donor stewardship practices.
Responsibilities
- Oversee and administer all gift and pledge processing functions, determining appropriate handling procedures, resolving discrepancies, and ensuring compliance with institutional and regulatory requirements.
- Manage donor acknowledgments, ensuring timely, personalized, and appropriate recognition for every gift.
- Oversee pledge reminders and outstanding pledge reporting.
- Secure signatures for gift agreements and distribute final copies to donors and campus stakeholders.
- Handwrite thank-you notes for high-level donors as part of stewardship efforts.
- Analyze advancement data trends and independently recommend process improvements, reporting strategies, and operational efficiencies to leadership.
- Maintain the Advancement database, including entry of gifts, donor records, attributes, and event attendance.
- Lead ongoing data cleanup efforts, eliminating duplicate records and improving data integrity.
- Design, generate, and interpret weekly, monthly, and annual advancement reports and provide analysis to inform leadership decision-making.
- Provide prospect research and prepare donor profiles for VP and leadership meetings.
- Coordinate reporting needs for the Donor Impact Report and other advancement publications.
- Evaluate reconciliation discrepancies, determine corrective actions, and implement process adjustments to ensure financial accuracy and compliance.
- Manage weekly, monthly, and year-end reconciliation of all gifts with Finance.
- Support Advancement’s role in audits as needed.
- Maintain knowledge of gift acceptance policies and ensure compliance in processing and documentation.
- Support Advancement events such as the Gala and Golf & Tennis Tournament, including registration oversight, check-in, seating, and reporting.
- Collaborate with colleagues to set up and manage GiveSmart and other third-party vendor platforms for fundraising events and campaigns.
- Assist with planning and logistics for donor and scholarship recognition events.
- Manage online registrations and payments for Athletics summer camps, Student Engagement events, Bishop Dunn Memorial School programs, and other non-Advancement activities hosted in GiveSmart.
- Serve as liaison for database requests from IT, Registrar, HR, Marketing, and Security to ensure records are updated accurately.
- Provide training and support to new Advancement staff on systems and reporting.
Requirements
- Bachelor’s degree required.
- 3–5 years of relevant professional experience in advancement services, development, or a related field.
- Demonstrated success in higher education fundraising, advancement operations, or business development preferred.
- Strong organizational and time management skills with proven ability to prioritize effectively.
- Excellent communication skills across multiple platforms.
- Ability to work both independently and collaboratively to achieve institutional goals.
- Entrepreneurial mindset with creativity, initiative, accountability, and attention to detail.
- Availability to work occasional evenings and weekends as needed.
- Must be authorized to work in the United States.
- MSMC does not sponsor employment visas at this time.
Skills
- Gift processing
- Donor stewardship
- Database management
- Reporting
- Data analysis
- Financial reconciliation
- Event support
- Third-party vendor platform management
- Communication skills
- Organizational skills
- Time management skills
- Prospect research
Location
- Office Setting
- Remote Setting
- Local travel required
Work Type
- Full-Time
- Exempt
Experience Level
- 3-5 years
Education Level
- Bachelor's degree
About the Company
- Mount Saint Mary College is an Equal Opportunity Employer committed to creating an inclusive and diverse workplace.
Equal Opportunity
- All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic.
- We actively encourage applications from individuals of all backgrounds, experiences, and perspectives.