Assistant Director of Advancement Services

As a key member of the Advancement team, the Assistant Director of Advancement Services will support the mission and vision of University Liggett School by providing the systems, data, research, reporting, and operational infrastructure that advance the school's fundraising and engagement priorities. The Assistant Director will oversee the school's advancement database and related systems, gift processing, reporting and analytics, prospect research, and moves management while collaborating closely with Advancement colleagues, school leadership, the Business Office, and other campus partners. This role will support annual, major, and planned giving and play an important role in the school's campaign readiness, planning, and future campaign initiatives.

Essential Duties & Responsibilities

Advancement Services & Database Management

• Oversee the Advancement Office's donor and constituent database, ensuring accuracy, confidentiality, and data integrity.
• Establish and maintain best practices for data entry, coding, documentation, and database management.
• Conduct quarterly data reviews and audits to ensure accuracy and identify opportunities to improve systems, processes, and workflows.
• Serve as the primary Advancement resource for database management and technology.
• Partner with colleagues across the school to maintain accurate and consistent constituent information across systems.

Gift Processing & Financial Administration

• Process and record gifts, pledges, payments, and other charitable contributions accurately and promptly.
• Manage donor acknowledgments, tax receipts, pledge reminders, and gift documentation.
• Partner with the Business Office on gift reconciliation and financial reporting.
• Support monthly, year-end, audit, and institutional reporting.
• Maintain appropriate documentation for restricted gifts, endowed funds, and donor commitments.

Reporting, Analytics & Advancement Strategy

• Develop reports, dashboards, lists, and analysis to support fundraising and engagement priorities.
• Track fundraising progress, giving trends, participation, retention, and other key Advancement metrics.
• Provide data and analysis to inform Annual Fund, major gifts, stewardship, alumni and parent engagement, and events.
• Prepare reports for school leadership, the Board of Trustees, committees, and other stakeholders.
• Support annual reporting, benchmarking, and industry surveys.

Prospect Research, Moves Management & Campaign Support

• Manage prospect and moves management processes, including portfolios, assignments, activity, and next steps.
• Partner with the Director of Development and Alumni Engagement to strengthen the major gift and campaign pipeline.
• Conduct prospect research and screening to identify giving capacity, interests, relationships, and opportunities.
• Prepare prospect profiles, briefing materials, and campaign-related reports for Advancement staff, school leadership, trustees, volunteers, and campaign counsel.
• Maintain accurate prospect and campaign activity, strategies, proposals, commitments, and next steps.
• Provide data, research, and operational support for campaign readiness, planning, and future campaign activity.

Annual Giving, Stewardship & Advancement Support

• Provide data, segmentation, and operational support for the Annual Fund and other fundraising initiatives.
• Produce constituent lists for communications, events, engagement, and volunteer outreach.
• Support donor stewardship, recognition, and reporting.
• Support Advancement events through invitation lists, attendance tracking, and follow-up.
• Ensure donor and constituent activity is accurately captured to support future engagement and fundraising.

Additional Responsibilities

• Support Advancement initiatives, special projects, and school priorities as needed.
• Participate in school life, including occasional evening and weekend Advancement events.

Qualifications

• Bachelor's degree required.
• 3-5 years of experience in advancement, fundraising operations, database management, nonprofit administration, or a related field preferred.
• Experience with donor databases required; Raiser's Edge or similar advancement database experience preferred.
• Experience with gift processing, reporting, prospect management/research, and fundraising operations preferred.
• Campaign or campaign readiness experience is beneficial, but not required.
• Strong analytical, organizational, and project management skills with exceptional attention to detail and data accuracy.
• Excellent communication and interpersonal skills, with the ability to manage multiple priorities, work independently, and collaborate effectively.
• Demonstrated discretion and professionalism in handling confidential donor and financial information.
• Proficiency with Microsoft Office, Google Workspace, and database/reporting tools.
• Commitment to the mission and philanthropic priorities of University Liggett School.

Position Type/Expected Hours of Work:

Exempt/ full-time, twelve-month position.

Occasional weekend and evening work may be required.