Missouri State University

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

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 4 - 850 Points: The employee operates under administrative supervision and makes decisions based on broadly-stated University objectives and available resources. Administrative guidelines are expressed in terms of project or program outcomes and deadlines with few comprehensive guidelines. Decisions are based on inadequate guidelines that require considerable interpretation and force the employee to plan all phases of the assignment. Assignments may be unrelated in function and the work requires many different processes and methods and a great deal of analysis to identify the nature and extent of problems. The work may require the employee to develop new methods and to deal with many variables, including some that are unclear or conflicting. Characteristic jobs at this level may involve directing large and/or complex programs, projects, or departments in which the work cuts across functional lines or requires dealing with unprecedented issues.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.