1794 Director of Advancement Services

POSITION IDENTIFICATION

TITLE Director of Advancement Services

CLASSIFICATION NUMBER 1794

GRADE 45

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Vice President for University Advancement

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Director of Advancement Services is responsible for the management of the recordkeeping system for the Missouri State University Foundation and Missouri State University Alumni Association and handles the internal management of the private gift portfolios for real estate, insurance, gift annuities, and other deferred gifts. The Director oversees computer programming to support the internal operations of the office provides information for internal and external use, supervises the daily depositing, processing, and recording of all contributions to University programs, and generates various performance reports for senior administrators and the Board of Governors.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required.

Experience: At least three years of experience in general office management is required and must include experience in supervision, records and database management, and general office procedures. Experience with investments, real estate, or insurance is preferred. Prior experience in higher education is preferred.

Skills: Strong oral and written communication skills are required; must be detail-oriented. Writing skills must include excellent proofreading, editing, and report writing abilities. Significant management skills in staff supervision and long-term goal setting are required. Public relations skills are required. Clerical skills are required including, but not limited to, data entry, word processing, spreadsheets, accounting, and filing. Must be a self-starter and able to work independently with minimal supervision. Computer literacy, particularly in word processing and using databases, and familiarity with the Internet is required. The ability to deal with a wide variety of people is required.

Effort: Occasionally required to lift and move boxes of materials and equipment weighing between twenty-five and fifty pounds.

Other: The scope of the job requires some travel and occasional attendance at evening and/or weekend activities, meetings, events, seminars, and workshops.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Ensures that the database consisting of nearly two-hundred thousand records of alumni and friends of the University contains information that is current and accessible by supervising the maintenance of the Development and Alumni Relations database.

2. Ensures that the records regarding donors to the Missouri State University Foundation are both complete and accurate by establishing the organizational structure of hard-copy files and records maintained on donors.

3. Oversees development of appropriate computer programming to support the internal workings of the Office of Development and Alumni Relations and which meets the needs and requests from a variety of campus departments and organizations by working closely with the Computer Services Department and supervising the office’s systems staff.

4. Develops and implements plans to meet the goals and activities of the Office of Development and Alumni Relations by identifying the informational needs of the staff based on the goals and activities of the Office of Development and Alumni Relations.

5. Communicates the performance of the Office of Development and Alumni Relations to senior administrators by generating, producing, and/or approving final copies of internal and external reports, including (but not limited to) the monthly Board of Governors report, the Council for Aid to Education Survey of Voluntary Support to Education report, and materials for other University publications as requested.

6. Ensures that gifts are processed and appropriate receipts are distributed to donors for tax-deductible contributions in an accurate and timely manner by supervising the daily depositing, processing, and recording of all private contributions for University programs.

7. Supports fund-raising programs, including the Missouri State University Phone Campaign, the Campus Campaign, and various friend-raising programs like Homecoming and alumni mailings by supplying individuals within Development and Alumni Relations with appropriate available information and computer support necessary to effectively fulfill their responsibilities.

8. Assures donor confidentiality as well as the confidentiality of projects undertaken by the Development and Alumni Relations by conducting all personal contacts and communications with donors in a professional manner.

9. Manages all internal transactions and activities related to gifts of real estate, gifts of life insurance, trusts, and charitable gift annuities.

10. Communicates the performance of Development and Alumni Relations and provides information regarding the Missouri State University Foundation and Missouri State University Alumni Association to alumni, donors, friends of the University, and other interested constituencies by corresponding with alumni and friends of the University regarding a variety of topics related to the operations of Development and Alumni Relations, assembling reports, donor lists, and statistics, and preparing articles for publication in Foundation Annual Report.

11. Supports special projects undertaken by Development and Alumni Relations by performing alumni records research as well as prospective donor research and providing information that is current and as complete as possible.

12. Facilitates the achievement of established goals for Development and Alumni Relations by developing and maintaining cooperative working relationships with a variety of University units, particularly Computer Services, Athletics, Enrollment Services, ticket offices, academic units, and Financial Services and representing University Advancement units on University committees and projects.

13. Establishes and maintains professional competency and currency in the field of university development work as it relates to records and research through professional reading and contacts.

14. Participates as a cooperative member of Development and Alumni Relations by assisting with the coordination of a variety of University events involving alumni and donors, including Homecoming activities, building dedications, athletics events, dinners, and other social functions in order to fulfill various objectives of the University and Development and Alumni Relations.

15. Contributes to the overall success of Development and Alumni Relations by performing all other duties and responsibilities as assigned.

SUPERVISION

The Director of Advancement Services is supervised by the Vice President for University Advancement and supervises the Assistant Director of Advancement Services, the Gifts Records Supervisor, the office’s System Administrators, clerical staff, and a number of student employees.

OFFICE OF HUMAN RESOURCES

REVISED DECEMBER 2007

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