Director of Advancement Services: The University of the Arts

Posted November 29th, 2017 at 1:18 pm.

SUMMARY: The Director of Advancement Services fulfills the University’s mission by leading strategy for, and overseeing day-to-day operations of, the Advancement Services area, including database management, donor relations, budgeting, gift processing and other systems.  The Director of Advancement Services reports to the Assistant Vice President for Development.

Organizational Relationships

Advancement Services provides data management, data services, and reporting.   The Director maintains close working relationships with liaisons across campus, including the Office of Technology & Information Services (OTIS), Finance, Student Financial Services, Enrollment Management and Institutional Research & Effectiveness.

Principal Duties & Responsibilities:

  • Leads strategy and provides long- and short-term planning for information services for Advancement.
  • In collaboration with various constituents, oversees the development of policies, such as gift acceptance policies, database policies, and counting guidelines.
  • Acts as the primary manager of the advancement CRM (Raiser’s Edge) for fundraising and prospect management.
  • Supervises and evaluates staff who process gifts and manage data. Responsibilities include reporting preparation, systems documentation, records maintenance, timeliness and efficiency of gift processing, reconciliation and transfer of funds to appropriate accounts, and the deposit and acknowledgment of gifts.
  • Trains other advancement staff on data policies and processes, as well as the use of the advancement database. Authorizes and records security permissions in the advancement CRM.
  • Develops business processes for anticipating and meeting constituents’ needs. Runs, maintains, and develops reports and queries to monitor data integrity and to serve management and constituent reporting needs. Works with other departments including the Registrar and Admissions to continue to improve data entry and data capturing processes across the University.
  • Manages relationships with vendors, such as providers of database, online giving, and prospect research services. Develops, implements and evaluates the success of comprehensive donor relations program which appropriately and consistently promotes interaction with and recognition of donors at all levels, and supports the prospect management process.
  • Manages multiple projects with strict deadlines and detailed requirements.

Specific Tasks not listed above:

  • Prepares management reports, systems documentation, records maintenance, uses and supports of computer-based information systems, reconciles and transfers funds to appropriate accounts.
  • Monitors the timeliness and efficiency of processing, and assures that all corresponding links in the database are updated and maintained as gifts are processed. Record links may include but will not be limited to: spouses and other family members; other alumni and friends; corporations/foundations to employees/owners, etc.
  • Interacts with Advancement colleagues and the Office of Student Financial Services, regarding the processing, reporting, and logging of major and other gifts, and processing requests for data.
  • Develops and assesses policies and procedures of the Office of Advancement and across the University that are essential for a comprehensive donor relations program.
  • Proactively supports the stewardship actions of the Advancement staff’s gift portfolios by coordinating stewardship plans for donors and prospects in their respective portfolios, including reporting on endowed scholarships and other endowment income.
  • Enters, monitors and analyzes donor data within Raiser’s Edge and prospects participation in events.
  • Evaluates the effectiveness and impact of the stewardship program and makes recommendations for enhancements where appropriate.
  • Works closely with Finance to reconcile monthly giving, prepares documents for the auditors, quarterly payroll deduction giving and provides information for the creation of the 990.

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions.  Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Education & Experience:

  • Bachelor’s degree and five to seven years of relevant experience.
  • Ability to communicate effectively and bridge with both technical and non-technical staff.
  • A comprehensive understanding of Advancement Services as a functional area, including gift processing, stewardship, donor relations, customer service, prospect management, information security, and data maintenance.
  • Data analysis skills as well as the ability to create documents, spreadsheets, timelines and reports are required and will need to be updated frequently.
  • Ability to understand alumni and development database structures, database development, and database management, including security auditing, and patch testing.
  • Knowledge of gift processing and stewardship policies and procedures, including IRS regulations.
  • Organization, prioritization, judgment, discretion and problem-solving skills.
  • Excellent customer service skills and a commitment to continuous improvement.

ABOUT THE UNIVERSITY: The University of the Arts—a leader in developing visual and performing artists and designers since 1876—is the only university in the United States that allows its students to collaborate across traditional lines. With more than 30 majors, 30 minors and 13 graduate programs in visual arts, performing arts, design and liberal studies, UArts develops alumni who are not only leaders in their disciplines, but also creative thinkers able to succeed in any path they choose. Our nearly 1,900 students study and create on our campus in the heart of Philadelphia’s Avenue of the Arts, the city’s cultural center, within walking distance of hundreds of galleries, museums, theaters and other performing arts venues.

TO APPLY: Interested qualified applicants should submit a letter of application/cover letter and a resume via email to Please ensure job title is in the Subject line.

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference:


Education Level:
Bachelor’s degree and five to seven years of relevant experience.
Filed under: Executive Level by Margie DuBrow

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