Associate Director, Advancement Services - Clark University
Posted on: November 17, 2023
Location: Worcester, MA Category: Staff and Administrators
Posted On: Wed Jun 28 2023 Job Description: Under the general
direction of the Executive Director of Advancement Services, the
Associate Director of Advancement Services is responsible for
database management, advancement reporting, gift recording, data
integrity and data security. This role also manages special
projects as assigned by the Executive Director of Advancement
Services. The Associate Director will bring sound management
expertise and a high degree of professionalism to facilitate the
achievement of the division's goals. This is accomplished through
standard setting, establishing accountability mechanisms,
reporting, and forecasting, providing advice and consultation to
the University's senior development and administrative staff. All
of this is done while keeping up to date on best practices and
advances in technology in these areas. The Associate Director
collaborates closely with the Development Gift Officers, as well as
other members of the Advancement Staff, Accountants in the
Financial Services Office, external auditors, and various
university departments to oversee the handling of donations. This
role serves as the Advancement point of contact in charge of
coordinating with the Financial Services Office for the annual
internal audit. This position requires an individual who is highly
detail-oriented with a critical degree of accuracy regarding data
entry and analysis; ability to prioritize work and to perform
multiple tasks simultaneously while adhering to deadlines; good
problem-solving and analytical skills; ability to take
responsibility, to work well as a team member and to work
independently; ability to understand and follow directions and
policies and procedures; ability to deal with confidential data;
good interpersonal and organizational skills.
- Manages the daily work of the Donation and Records Processing
staff and ensures that all pledges and gifts to the University are
documented and processed accurately and promptly.
- Develops and runs various reports for reviewing the data
integrity of pledges, gifts, event registrations and biographical
updates and ensures that necessary corrections to the data are
completed where discrepancies are found.
- Creates and refines a variety of statistical reports showing
the performance of the Records Processing staff and ensures that
processing times continue to improve on an ongoing basis.
- Develops and runs reports on the status of all outstanding
commitments, gifts in designation pending, adjustments and
write-offs monthly and reviews with the Executive Director of
Advancement Services so that appropriate actions can be
- Reviews all correspondence resulting from pledge and gift entry
for completeness and accuracy before distribution from Advancement
- Coordinates feed process of transactions into the Financial
- Reviews and distributes the daily gift report to University
Advancement staff members.
- Works directly with the Financial Services Office to reconcile
all business transactions on a monthly, quarterly, and annual
- Requests and documents new accounting entities.
- Manages the Advancement Services shared directory on the
Division of University Advancement's network to ensure that all the
files and data there are organized and archived in a consistent and
easy to retrieve structure, and that data relevant to pledge and
gift processing is stored there.
- Establishes and documents departmental policies and procedures
and updates the units manuals describing donations processing
policies, procedures, systems and taxation rules and regulations.
Ensures that all documentation, training, and orientation materials
for Advancement Services are updated and added to the divisional
file share promptly.
- Represents the Executive Director of Advancement Services on
University committees in her/his absence to provide information and
ensure that the Division's position on issues is conveyed as
- All other duties as assigned by supervisor. Job Requirements:
- The candidate should possess a bachelor's degree, preferably in
Computer Science, Business Management, a related study or possess
relevant work experience.
- At least 5 years of relevant experience. A strong proficiency
in accounting, financial controls, and information systems is
required, along with a sound understanding of the policies and
procedures of the university.
- Experience with relational databases required; Raisers Edge
- Must be able to review concise research documents with
attention to accuracy and detail.
- Advanced computer skills required (proficiency in Microsoft).
Experience with report writing software.
- Strong leadership capabilities; excellent judgement and
decision-making abilities, ability to interpret and evaluate policy
and procedural requirements and produce and analyze data; effective
written and oral communication skills, organizational and
- Must be able to work under the pressure of time and frequent
requests from multiple sources, each having their own timelines and
constraints and with all levels of academic and administrative
staff. Additional Information: As of June 1, 2023 Clark University
no longer requires employees or students to be vaccinated against
COVID-19. However, Clark urges all community members to follow for
COVID-19 vaccination, which recommend that everyone stay up to date
with COVID-19 vaccines including booster doses. This is important
for your own personal health as well as the health of our
community. Clark University embraces equal opportunity as a core
value: we believe that cultivating an environment that embraces and
promotes diversity is fundamental to the success of our students,
our employees and our community. This commitment applies to every
aspect of education, services, and employment policies and
practices at Clark. Our commitment to diversity informs our efforts
in recruitment, hiring and retention. All positions at Clark share
in the responsibility for building a community that values
diversity and the uniqueness of others by exhibiting integrity and
respect in interacting with all members of the Clark community to
create an atmosphere of fairness and belonging. We strongly
encourage members from historically underrepresented communities,
inclusive of all women, to apply. Clark University offers a
generous benefit package for full and, if applicable, part-time
employees that include; paid time off, generous retirement plan,
group health and dental insurance, life insurance, and tuition,
along with use of many campus amenities. For a complete list of
benefits for eligible employees visit .
Keywords: Nebhe, Worcester , Associate Director, Advancement Services - Clark University, Accounting, Auditing , Worcester, Massachusetts
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