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Job ID: 107297

Executive Director of Advancement and Financial Services
Worcester Polytechnic Institute

Date Posted May 31, 2018
Title Executive Director of Advancement and Financial Services
University Worcester Polytechnic Institute
Department Advancement Services & Information Technology
Application Deadline Open until filled
Position Start Date Available immediately
  • Worcester, MA
    United States
  • Director/Manager
  • Financial Planning/Budget Management

Executive Director of Advancement and Financial Services

Worcester Polytechnic Institute

Department: Advancement Services & Information Technology

Position Status: Administrative Exempt Positions

Basic Function:

Responsible for all activities within the Advancement Services Department, University Advancement budget development and financial oversight of the budget. Key duties include oversight of activities and processes related to gift recording, financial reporting of the Division's fundraising and the integrity and maintenance of the biographical and financial database, providing financial analysis to the Vice President to monitor the effectiveness and efficiency of Division programs and departments. Direct supervision of the Operations Manager and Financial Reporting Manager and indirect supervision of the other Advancement Services staff members, a total of four employees. This position requires an in-depth knowledge and understanding of UA's gift acceptance policies and procedures, CASE Reporting Standards, WPI Finance Operations processes and the WPI budget process. The Executive Director also must possess a working knowledge of all functions and positions within UA in order to conceptualize and facilitate the role of Advancement Services in relation to other professional and support staff positions and activities within the Division.


  • Advancement Services Oversight of daily activities of gift recording, receipting, biographical records operational group, development of department policies and procedures, internal controls for gift processing and data quality, coordination of special projects, assessment of personnel needs, coordination of training for new and current employees.
  • Advancement Services Analyze department business processes and make recommendations for improvements in procedures and technology in order to increase efficiency.
  • Advancement Services Oversight and direction of the annual audit of gifts, pledges, and procedures.
  • Advancement Services Review of grants for determination of charitable gift status, review of foundation budget proposals and Gift in Kind proposals and transactions.
  • Advancement Services Oversight of the administration of gift recording for Gifts in Kind.
  • Information, database and reporting The Executive Director is responsible for maintaining the UA giving database in accordance with current CASE standards for the CASE gift reporting industry surveys.
  • Information, database and reporting Serves as a System Admin for Salesforce/Causeview Advancement systems.
  • Information, database and reporting The Director works to support the reporting needs of the Division and is responsible for development and integrity of internal and external financial reporting for the Division fundraising activity. This includes monthly, fiscal year end, calendar year end, and capital campaign reports and calculation of alumni participation.
  • Information, database and reporting -Responsible for monitoring the accuracy of all UA financial data output, reviews of gift and pledge information to ensure accuracy and proper recording with respect to donor intent, identification and correction of reporting discrepancies.
  • Information, database and reporting Serve as the Advancement Services resource to members of the UA staff with respect to Division Financial Reporting.
  • Information, database and reporting Oversee the production and submission of the Council for Advancement and Support of Education (CASE) annual VSE survey on behalf of the University.
  • Information, database and reporting Provide information to other University Divisions for various industry surveys, such as US News and World Report and the AITU Survey.
  • Information, database and reporting -Coordinate calendar and fiscal year end scheduling for gift recording and reporting.
  • Information, database and reporting -Participate in the UA Gift Review Committee and in all discussions related to unusual or risky assets that donors wish to gift such as collectibles, real estate and closely held stock.
  • Information, database and reporting Perform research with respect to tax compliance for gift related matters.
  • Information, database and reporting Work on special projects such as peer institution comparisons using VSE Dataminer and other studies.
  • Information, database and reporting Provide assistance to Office of Planned Giving with respect to revenue projections.
  • Financial Operations The Executive Director serves as the primary liaison with WPIs Office of Financial Services to provide oversight on a regular basis to ensure effective operations of the Division and transparency with the Financial Services with respect to mutual processes and the coordination of business activities between these departments.
  • Financial Operations Perform and/or supervise reconciliations between UA gift data and Workday Finance.
  • Financial Operations Produce monthly reporting suite for gifts and pledges for Finance Operations.
  • Financial Operations Participate in quarterly reviews and reconcilement of pledges receivable with Controller and Associate Controller.
  • Financial Operations Monitor terminations of insurance policies and planned gifts to ensure coordination of information between UA and Finance Operations.
  • Budget Lead the UA budget development process in support of the Vice President. Work with staff on budget development, oversight and fund management. Liaison to WPI Financial Services department on the Divisions budget and risk compliance issues. Review Pcard transactions for the Division cardholders and approve transactions for certain cardholders as delegate for the Vice President.
  • Other duties as assigned.


  • Bachelors Degree plus a minimum of 5 years experience in non-profit finance operations, advancement services, campaign and/or operations experience preferred.
  • Minimum of five years of supervisory experience.
  • Effective analytical, organizational, communication and management skills. Must be able to prioritize and complete multiple projects and assignments in a timely manner.
  • Knowledge of professional standards in advancement services and CASE reporting standards for higher education. Broad knowledge of fundraising and alumni relations.
  • Demonstrated facility with data management and Advancement data systems used by higher education, report writing and data query applications. High level user of Microsoft Office Suite, with emphasis on sophisticated excel skills.
  • Successful candidate must also have excellent critical thinking skills and exercise good judgment and discretion in the handling of confidential and sensitive information. Demonstrated track record of strong business ethics and integrity.

Posting Date: 05/29/2018

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:

EEO Information:

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

Criminal Background Check Statement:

A pre-employment criminal records check is required.

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