Director, Advancement Services

Job ID
2021-1504
Category
Administrative
Type
regular
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution is searching for a Director, Advancement Services (DAS) to join our Advancement team. This is a regular, full-time, exempt position, and is eligible for full benefits.

 

Reporting to the Vice President for Advancement and Chief Marketing Officer, this position is responsible for the strategic design, development and implementation of support functions that will enable WHOI to effectively achieve its goals in communications, fundraising and donor engagement. This position is also responsible for managing the Development teams services functions which include but are not limited to administrative support, gift accounting, reporting and stewardship.

 

This position is a member of the Advancement leadership team and is an active participant in programmatic planning as part of that team. This position will be a key decision‐maker and will be called upon to address critical needs which occur on short notice and requires immediate action.

Essential Functions

Financial Reporting/Budget/Gift Management:

  • Manages the preparation, editing and proofing of Advancement budgets, institutional fundraising financial information, reports, letters, and other documents requiring familiarity with the specific requirements dictated by the Institution and the grant makers.
  • In collaboration with the Finance & Accounting Office, prepares the annual operating budget and quarterly forecast for the Advancement and Development office, and strategizes on annual operating budget gift revenue.
  • Regularly creates and oversees the Advancement monthly, annual, and periodic financial and statistical reports.
  • In collaboration with the Advancement Department managers and Directors the DAS is responsible for preparation, defense, analysis, and monitoring of the Advancement budgets (Development, Communications, Creative, & VP of Advancement).
  • Manages the Assistant Director of Stewardship efforts for conveying appreciation and recognition to WHOI’s donors, tracks strategic donor communications, acknowledgments, recognition, and meaningful reporting on use of gift and fund financial status.
  • Acts as the Department’s primary liaison with the Finance and Accounting Office on gift revenue stream and forecasts reporting monthly, quarterly, and annually.
  • Acts as the Department’s primary liaison with the Finance & Accounting Office to resolve financial reporting issues and interactions between the departments.
  • Has authority for approval of time reports, expense, and travel vouchers submitted by the Advancement offices.

Management/Operations/Information Services Support:

  • Administrative Services and Organizational Development: Oversees Department’s compliance with all Institutional policies and works to develop cross‐team relationships between Advancement Services and other WHOI teams to accomplish goals.
  • Acts as the liaison with offices around the Institution particularly in the areas of finance, communications, information services, grants, and contracts and administration.
  • Works collaboratively with the Development Directors to manage the administrative staff functions ensuring compliance with specific Institution and funder requirements and policies, proposal and reporting requirements, prospect research and stewardship.
  • In collaboration with the Vice President, Advancement and Chief Development Officer, responsible for the formulation and administration of office and personnel policies and procedures and staffing, design and implementation of administrative systems, acquisition and maintenance of equipment and supplies, and oversight of space allocation.
  • Manages the Development team’s technical needs (as needed).
  • Recommends and implements operational solutions to support Development, maximizing the capabilities of the Raiser's Edge (RE) database and ensures accuracy of gift processing, including review and enforcement of all current gift acceptance policies.
  • Provides continual refinement of workflow systems for worker efficiency to accommodate growing gift volume and expansion of services.
  • Manages office personnel matters including hiring, training, mentoring, affirmative action procedures, workplace climate, evaluation, leave approval, and professional development for Advancement Services staff, and acts as the Human Resources liaison for the Advancement teams.
  • Oversees management and maintenance of current and historical office files including budgetary records, personnel files, and reports.
  • Works closely with the Advancement’s Senior Management team and IS to develop and enhance fund‐raising management techniques and tracking systems and reports to encourage the highest level of prospect progress and follow through.
  • With the Development database managers, coordinates the use of multiple software applications and file formats including Raiser’s Edge, Engaging Networks, WHOI grants, Microsoft products (Word, Outlook, Excel, PowerPoint) and Adobe Acrobat software.
  • Ensures and provides guidance on regulatory and legal compliance, gift acceptance policies, and accounting requirements for contributions to the Institution.

NON‐ESSENTIAL FUNCTIONS:

  • Performs other duties including occassional weekend and evening work will be required.

Education & Experience

 

This position requires a self-starter that provides leadership, direction, strategy, supervision, and coordination for the Advancement office daily operations – its staff and programs, as well as collaboration with many other departments within the Institution.

  • Bachelor’s degree preferred in business administration, or equivalent work experience in an area related to the technical or administrative work of the division,
  • At least 5‐7 years of directly related experience at the Institution or similar organization or 10+ years of demonstrated experience working with WHOI administrative and budgeting systems.
  • Strong IT and database skills required; must possess the specialized technical knowledge required to manage the administrative services of the division.
  • General financial management required.
  • Personnel supervisory experience preferred.
  • Excellent customer service, organizational and communication skills. 
  • Experience in the functional use of Microsoft software (Word, Outlook, Excel, PowerPoint, etc.) and Adobe Acrobat. 
  • Must have a demonstrated record of adapting new technologies, meeting deadlines, collaborating effectively on a team, and thriving in a fast-paced environment; the ideal candidate will have a strong background working with fundraising databases.
  • Strong sense of logistics and attention to organizational details.
  • Demonstrates ability to work as a team player.
  • Proven ability to exercise discretion, good judgment, and take initiative.
  • Interacts well with donors and clients, both internal and external.
  • Able to handle and maintain confidential materials with discretion is essential.
  • Must possess strong analytical ability, effective communication skills, and able to utilize the abilities of those whom she/he supervises by delegating effectively.

Physical Requirements

Physical tasks include mostly sedentary with occasional prolonged standing/walking; use of hands for basic grasping and manipulation, and repetitive motion. Other occupational requirements include talking, traveling, working around others, and with others.  Physical duties are subject to change. 

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