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Advancement Services Manager Job Description

Job Summary

Reporting to and receiving administrative direction from the Vice President of Institutional Advancement, this position plays a key role in supporting all areas of the Office of Institutional Advancement (IA) operations, which include major gifts, annual fund, alumni relations, and corporate and foundation relations. S/he is also responsible for directing the maintenance and operation of the Advancement database, including managing the database security, documenting existing and creating new processes, and making recommendations to improve operational effectiveness.

Principal Responsibilities

Database Management:

  • Develops and maintains efficient systems for data cleansing, data entry, gift processing, prospect research, and relationship management
  • Maintains policies and procedures manuals for data entry and ensures compliance across staff, training users on proper data input and extraction; provides Raiser’s Edge training and support to the team
  • Designs and implements database queries and data exports to analyze giving trends and outcomes for the department
  • Prepares and maintains the department’s financial and statistical analysis reports for the VP of Advancement and Directors to track annual fundraising goals
  • Maintains constituent information and provides detailed reporting to VP of Advancement in preparation for meetings of the Board, President’s Council, Development Committee or as needed
  • Coordinates the interface of all department files with other University data files and operations, maintaining and updating data definitions and database for consistency and adherence to standards
  • Oversees the management of other Institutional Advancement datasets and vendors, including coordination of departmental data management training
  • Troubleshoots issues and manages updates and/or upgrades related to the Raiser’s Edge database


  • Prepares scholarship award reports for donors, working closely with Financial Aid and Finance teams to produce accurate award recipient data
  • Prepares scholarship donor stewardship financial reports
  • Assist in the preparation of other Institutional Advancement reports, including: proposals, program summaries and reports to Executive Management and Board of Trustees

Donor Services Management:

  • Collaborates with Finance team to ensure that all gift revenues are properly recorded; provides year-to-date and quarterly gifts reconciliation
  • Produces and oversees the integrity of mailing lists for the department’s direct mail campaigns.
  • Manages quarterly pledge reminder process to ensure pledge fulfillment
  • Manages donation process by ensuring daily gift entry into Raiser’s Edge per CASE standard protocols, including transmittal of payments and payment information to Finance
  • Assists with other departmental and institutional projects as needed

Required Qualifications

  • Bachelors’ Degree with 3-5 years of experience
  • Proficiency with Raiser’s Edge preferred, must have experience with donor data management within a non-profit setting
  • Excellent computer skills, including Microsoft Office Suite
  • Excellent written and verbal communication skills
  • Strong analytical and organizational skills; sharp attention to detail
  • Familiarity with current fundraising practices and accounting principles
  • Commitment to maintaining confidentiality and a high degree of accuracy in donor records
  • Strong ability to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner
  • Comfort and effectiveness translating between Advancement team needs and database output to accurately translate requests into effective queries and reports
  • Skill in making presentations and training individuals in software applications is highly desirable
  • Experience with annual fund/direct mail and alumni programming preferred
  • Ability to work a flexible schedule, including working evenings or weekends as needed


To apply please forward cover letter and resumes to jobs@cambridgecollege.edu.