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Director of Advancement Operations

Company: Yale University
Location: New Haven
Posted on: June 6, 2021

Job Description:

Essential Duties

Program Management: Manage a team responsible for recording and maintaining critical business record and financial transaction data. Provide leadership and vision for constituent data acquisition, data integrity, and records management. Provide project management oversight to ensure team members are allocated appropriately during peak activity seasons.Data Management: Establish, enforce and monitor business process controls designed to safeguard the integrity of finance-related data, and protect assets, in cooperation with our finance function. Establish, coordinate, communicate, maintain and document policies and procedures that adhere to institutional and federal requirements (e.g. FASB, FERPA, HIPAA). Identify, select, and manage outside vendors for data acquisition. Perform ongoing data and process audits, and provide reports and metrics to ensure data integrity is maintained. Stay current on industry technology, data management practices and tax/legal issues related to gifts processing and constituent records. Serve as liaison to the Information Technology Services (ITS) department, internal staff and campus for scheduled data feeds and interfaces. Consult with campus partners regarding gift or constituent data sources, and coordinate with internal staff to prioritize and establish data handling, exchange and synchronization. Work closely with Financial Reporting, Investment Accounting, Gift Administration, Treasury Services, and other units of Finance & Administration to ensure the correct recording of assets. Lead reconciliation of gift system with University accounting systems, including primary responsibility for overseeing year-end closing procedures. Support University's external auditors' review of gifts and pledges by explaining procedures and providing donor documentation upon request. Train fund raisers and support staff in the proper procedures for submitting gifts and pledges. Serve as primary point of contact for units across campus that are implementing new solicitation strategies or designing new forms to ensure that these transactions can be processed efficiently and accurately. Identify opportunities for improvement and, working with staff in Development and across the University, recommend changes to policies and procedures, and manage the implementation accordingly. Coordinate with ITS on projects related to changes/enhancements to the various applications utilized by Gift and Records Services. Participate in the development and implementation of new systems as required.Human Resources Management: Provide leadership, supervision and development for staff within the group as individuals and as a team. Orient, train, mentor, coach and develop staff members, encouraging an appropriate level of independence and supporting professional growth. Determine staffing needs, design jobs, write/update job descriptions, allocate staff and assign duties accordingly, consistent with the budget, organization structure and workload demands. Recruit, interview and select highly talented and qualified staff for open positions. Plan for succession and staff turnover. Identify the current and long-term development/training needs of individuals and groups, including technical and interpersonal skills, and provide or facilitate access to appropriate learning opportunities. Develop an annual training plan for self and team. Approve professional development expenses. Establish, communicate, monitor, and reinforce staff accountabilities and performance expectations. Develop and implement systems for identifying and satisfying communication needs of staff, including organizing and leading staff meetings.

Required Education and Experience

Bachelor's degree and eight years of management experience preferably in Development or a related field, or an equivalent combination of education and experience.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Position Focus:

Manage and oversee the daily operations of the unit, establish goals and develop operating plans. Responsible for reviewing proposals, tasks and maturation dates to enable accurate forecasting of revenue stream; analyze and synthesize information to assess financial capacity. Plan and execute creative strategies to identify sources of major gifts utilizing creative, as well as targeted, research techniques. Work closely with front-line fundraisers to identify prospects. Work collaboratively with other members of the team to develop and implement a comprehensive prospect management system.

Develop customized solutions for reporting against goals in relation to major gifts in the pipeline. Work with database systems and analyst to ensure that the databases are accessible and efficiently maintained and managed; ensure accuracy of all gift, biographical and prospect research information in the database through the development of effective data entry policies and procedures and training programs; ensure that the reporting function to retrieve the data is correct and accurate. Plan, organize and supervise staff to ensure that the daily activities, which include data entry, gift processing, receipting, depositing and reporting of all gifts, are executed in a timely and accurate manner. Produce useful and accurate financial fundraising reports.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University's Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:

Keywords: Yale University, New Haven , Director of Advancement Operations, Other , New Haven, Connecticut

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