HARVEY MUDD COLLEGE
ASSISTANT/ASSOCIATE DIRECTOR OF ADVANCEMENT SERVICES
Harvey Mudd College, one of the premier private liberal arts colleges of math, science and engineering in the nation, is seeking an Assistant/Associate Director of Advancement Services to work in the Office of College Advancement. This is a full-time, 12-month, non-exempt, benefits-eligible position. Title and salary are dependent upon qualifications with a minimum $4,583.00 per month. HMC offers a competitive benefits package.
The Assistant/Associate Director of Advancement Services helps manage the College’s Advancement Office database and manage an aggressive program of gift processing, data entry, and donor/financial/statistical reporting. This position reports to the Director of Advancement Services and works closely with Advancement Research and front-line fundraising and campaign teams. The Assistant/Associate Director performs an integral role in the preparation for and implementation of a planned comprehensive campaign by proactively and collaboratively generating reports, analyzing data, coordinating campaign projects, and assisting staff with gift processing, data entry and record-keeping issues.
The College is committed to providing extensive professional development for the successful candidate to round out their existing, inter-related aptitudes in programming, gift accounting and financial compliance, as well as gift and data processing.
Job responsibilities include:
• Manage a comprehensive program of gifts processing and data entry, including ongoing and back-up program facilitation, and day-to-day oversight of a data entry/gifts assistant.
• Generate routine and custom reports utilizing the College’s database (currently Jenzabar CX), including statistical outputs and analysis. Provide regular reporting on individual and unit solicitation/fundraising goals for front-line fundraisers. Manage modifications to existing reports, as requested. Use established protocols, as well as judgment and experience, to ensure data integrity and valid data interpretation.
• Conduct quarterly Gift-to-General Ledger Reconciliation.
• Manage campaign-related projects, including routine and custom reports, such as campaign pyramid (e.g., gifts-to-goal) reports.
• Serve as the primary point person to manage and respond to incoming requests from Advancement staff pertaining to the acquisition, recording, and locating of data about constituents and donations in the database.
• Generate routine and special mailing lists, as requested.
• Manage transition to a new database system, working closely with vendor(s), as requested.
• Work to ensure data integrity and completeness of database systems, working closely with the Research Unit and front-line fundraising teams.
• Working closely with the Director of Advancement Services, help oversee the establishment and maintenance of the Advancement Office’s overall policies and procedures manual, with special attention to those documents pertaining to staff use of database information. Assist with the creation and upkeep of documentation pertaining to gift and data maintenance.
• Train and supervise professional and student staff regarding departmental systems and protocols (i.e., calendaring, email, database management, paper record-keeping and filing techniques, etc.).
• Evaluate and recommend the acquisition of database/computer resources and develop and manage the departmental budget allocated to Advancement Services. Stay abreast of current trends and developments in the field of Advancement Services and database management.
• Coordinate with vendors, as requested.
• As needed, participate in donor recognition and cultivation events as a representative of the College.
• Perform other duties as assigned.
Required education, experience, skills and knowledge include:
• Bachelor’s degree and minimum three years of experience in database management.
• Demonstrated data and gift processing experience.
• Ability to utilize/learn the College database.
• Experience in developing and writing reports with similar database reporting tools is essential (current reporting tools include Cognos Impromptu and Cognos 8).
• Strong computer skills and the ability to learn and effectively use new software programs; expertise in Excel.
• Knowledge of current trends in database management and reporting.
• Knowledge of basic nonprofit gift accounting principles.
• Superior interpersonal, written and verbal communication skills.
• Ability to work both independently and as a collaborative member of the diverse College Advancement team.
• Demonstrated ability to meet deadlines, prioritize and organize multiple projects, think critically, and work with numbers.
• Positive attitude and strong work ethic.
• Personal integrity and ability to appropriately handle confidential and sensitive information.
Preferred qualifications:
• Master’s degree
• Higher education or other non-profit experience
• Significant experience managing relational databases and experience with basic programming
Why work at Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is one of seven institutions that comprise The Claremont Colleges. With just over 700 students, HMC provides the collegial working environment of a small college, while providing access to numerous events and activities across all the campuses.
Application Procedures:
In addition to a Harvey Mudd College employment application available at
http://www.hmc.edu/employment, please submit a resume and a cover letter describing your qualifications. All required documents must be submitted with your application in order to be considered for this position.
Deadline to apply: Open until filled.
