Ursuline Academy of Dallas is an independent Catholic college preparatory school for young women in grades 9-12. Educating students for 144 years, the Academy is the oldest continuously operating school in Dallas. With a distinguished tradition of academic excellence, innovation, and service, Ursuline educates young women for leadership in a global society.
In early 2018, Ursuline launched the quiet phase of a significant comprehensive campaign, which will generate financial support for its endowment, operational priorities, and transformational enhancements to its physical campus. To support this campaign and the long-term engagement of alumnae, parents, and friends of the school, Ursuline seeks a talented and experienced individual to join the team as Advancement Services Manager.
The Advancement Services Manager serves as a key member of Ursuline’s Advancement team and supports all members of the department in their efforts to engage, cultivate, solicit, and steward the school’s community members. This role has oversight responsibilities for the organization, storage, and insightful utilization of all constituent and gift-related information in order to effectively and efficiently support all Advancement activities. Additionally, the Advancement Services Manager plays a significant role in supporting communications efforts for the Advancement team.
The individual serves as the primary user of the database utilized by the Advancement team. During the upcoming months, Ursuline’s Advancement office will transition from Senior Systems’ CRM product to Raiser’s Edge. This is an exciting opportunity for an advancement services professional to draw upon his/her knowledge of industry best practices and play a leadership role in the development and implementation of efficient and effective processes. The Advancement Services Manager reports to the Chief Development Officer. This is a 12-month non-exempt position.
Responsible for the accurate maintenance of all constituent records. This includes contact information, relationships, volunteer service, event participation, and all other relevant data. Highly values data integrity and the impact it has on the quality of database output.
Partners with Ursuline’s Finance Office in the recording and reconciliation of all gift-related data to ensure that Ursuline honors donor intent, provides exemplary donor stewardship, generates accurate reporting, and meets FASB accounting and IRS requirements.
Serves as point person to matching gift organizations and oversees the processing of these gifts.
Responsible for the organization of all constituent and gift-related documents.
Collaborates with the Technology Department, Finance Office, and school Registrar to ensure that the flow of information between different campus databases is accurate and efficient.
Data Management and Analysis
Responsible for delivering accurate and timely results in response to information/data requests. Examples include, but are not limited to:
Producing regular and custom reports that communicate progress toward goals
Proactively engaging in data analysis to generate insight about giving trends, constituent engagement, etc.
Generating mail and email lists for event invitations, donor solicitations, stewardship efforts, and other communications
Developing prospect lists
Creating donor recognition lists
Engages in an independent and systematic practice of data validation to ensure that work product is accurate and complete before it is communicated to requestor.
Will create and utilize a report request system that assists with the prioritization of requests and meeting of deadlines. Proactively and professionally communicates with requestors to manage expectations regarding product content and the timing of delivery.
Creates work product that is properly formatted, consistent with brand standards, and user friendly for the intended audience (internal staff and/or external volunteers). Uses discretion in report development to balance the needs for both transparency and confidentiality.
Executes the production of mailing projects, both those that are managed internally and those are outsourced to a mail house. These include, but are not limited to:
Weekly acknowledgement letters and gift receipts
Year-end tax substantiation letters
Monthly pledge reminder mailings
Stewardship and donor recognition communications
Partners with project lead to develop timelines, coordinate participants, and ensure that the project meets budget requirements
Serves as point person for mail house vendor and any staff or volunteers who assist with mailing projects
Advancement Services Expert
Serves as the “go to” resource for all questions related to the database and industry best practices for Advancement Services
Designs and implements processes and policies that create efficient, effective, and consistent management of data information across the department. Proactively communicates with team members to share procedures and provide education about best practices
Responsible for providing on-going training for Raiser’s Edge users and partnering with leadership to develop training plans for new employees
Priority consideration may be given to submissions received by August 3, 2018.
High school diploma or equivalent is required. Bachelor’s preferred.
A minimum of two years of related work experience in the development office of a nonprofit or educational institution is required. Significant experience working in Raiser’s Edge is strongly preferred; candidates with proficiency in another CRM database may be considered.
Experience building accurate and user-friendly queries and reports (both simple and complex) is a requirement for this position. This requires strong analytical ability in order to gather and summarize data for reports, as well as perform data analysis.
Candidates with a working knowledge of Advancement Services best practices (defined by CASE, AFP, AASP or other fundraising professional organizations), FASB accounting standards and IRS regulations related to charitable giving are strongly desired.
Attention to detail is essential for this position. Candidates must highly value data integrity and the impact it has on the quality of output. Candidates must also be able to independently validate work product for accuracy.
Strong candidates will have the ability to communicate clearly and effectively in writing and verbally. Interpersonal communications skills will enable the candidate to work with a wide range of campus partners. Must also demonstrate a strong customer service orientation.
Candidate will have access to and involvement with confidential information. Tact and discretion must be used in all internal and external interactions.
Candidate must possess strong time management, organizational and planning skills with the ability to multi-task in a fast-paced team environment. Must also possess strong problem solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Strong project management skills are essential.
Candidate must demonstrate proficiency in Microsoft Excel, Word, spelling and grammar. A high level to advanced knowledge of MS Office software is required as the candidate will work extensively with Excel spreadsheets, reports, mail merges and multiple databases.