Director of Advancement Services and Operations
Location: Miami Shores- Main Campus · Type: Full time · Posted:
2026-07-30 · Reference: R0007800
Summary
The Director of Advancement Services and Operations supports the Associate
Vice President in leading the data, systems, and operational infrastructure
that underpins the University's fundraising and alumni engagement efforts. The
position oversees database administration, reporting, analytics, and systems
management across platforms including, but not limited to, Ellucian CRM
Advance, Blackbaud Raiser's Edge NXT, Almabase, Donor Connect, GiveSmart,
eTeamSponsor, and Colleague. The Director ensures the accuracy, integrity, and
governance of all advancement data while developing tools and processes that
strengthen decision‑making and operational efficiency across the division.
This role serves as a strategic partner in optimizing advancement technologies
and maintaining a reliable, compliant, and data‑driven environment. In
partnership with the Senior Director and Associate Vice President, the
Director also leads day-to-day prospect and donor management operations -
maintaining the prospect pipeline, supporting moves management, and delivering
prospect research and donor analytics that advance the University's
fundraising priorities.
This is an In-person position.
Essential Functions
1. Data Management, Reporting, and Analytics
Lead the development, maintenance, and optimization of reporting and
analytics tools within Blackbaud Raiser's Edge NXT that support
fundraising strategy, prospect management, and institutional decision-
making.
Build dashboards, lists, and analytical reports that provide real-time
insights for internal and external stakeholders, leveraging RE NXT's
built-in reporting and query tools.
Provide data segmentation for reporting, mailings, and fundraising
appeals.
Automate and streamline data inputs, appends, updates, and exports through
available workflow and automation tools.
Enhance user access to data by developing intuitive reporting structures
and promoting information self-sufficiency across the Division.
Provide data support for fundraising initiatives, including digital
campaigns, crowdfunding, phonathons, and athletics-related giving.
Create and maintain documentation for data standards, reporting
procedures, and system workflows.
2. Prospect & Donor Management
Administer the prospect and portfolio management tracking system,
including assigning and removing prospect/relationship managers and
maintaining the accuracy of portfolio assignments.
Manage the prospect pipeline - including unassigned and newly identified
prospects - and partner with gift officers and leadership to advance
moves-management strategies.
Prepare and distribute prospect-management dashboards, portfolio reviews,
and reports for gift officers in advance of prospect strategy meetings.
Conduct prospect and donor research using tools such as DonorSearch,
LexisNexis, Alumni Finder, and RE NXT wealth screening to assess
philanthropic capacity, affinity, and inclination.
Prepare comprehensive donor and prospect profiles, briefings, and
biographical summaries for the President, Vice President, and senior
leadership.
Coordinate wealth-screening, data-append, and prospect-identification
projects, ensuring results are captured and actionable within the CRM.
In partnership with the Senior Director and Associate Vice President,
develop, document, and continuously improve prospect and moves-management
processes.
Support donor stewardship by delivering the data, reporting, and analytics
that inform personalized acknowledgment, recognition, and engagement.
3. Systems Administration, Data Governance, and Operational
Infrastructure
Oversee the administration, integrity, and daily operation of the
University Advancement CRM and related systems, ensuring accuracy,
completeness, and timeliness of constituent data.
Monitor and manage all data imports, exports, integrations, and system
workflows to maintain a clean, reliable, and audit-ready database
environment.
Partner with Information Technology to design, maintain, and enhance
integrations between advancement systems (RE NXT, Almabase, GiveSmart,
eTeamSponsor) and campus systems such as Colleague and Workday.
Provide oversight of gift processing, pledge documentation, and
acknowledgment workflows, serving as a backup for gift entry when needed.
Evaluate system issues, enhancements, and data quality concerns; recommend
corrective strategies; and collaborate with leadership to implement
improvements.
Ensure adherence to data governance policies, industry best practices, and
regulatory requirements (CASE and VSE) related to donor and constituent
information.
Requirements/Qualifications
Bachelor's degree required – Field of study: computer science,
programming, management information systems
Master's degree preferred
3-5 years relevant work experience required
Strong problem-solving abilities, an acute attention to detail, excellent
organizational skills.
Comprehensive knowledge of project planning, resource coordination,
effective communication and team dynamics.
Well developed computer literacy with experience in word processing,
spreadsheet and fundraising databases, advanced internet skills. Raiser's
Edge and Microsoft Access experience preferred.
High level written and oral communication skills with emphasis on report
writing and strong editing skills.
Fund Raising Professional with a good knowledge of philanthropy with an
emphasis on cultivation, stewardship and solicitation.
Knowledge of accounting, payouts, award amounts and fund balances.
Benefits: Barry University offers a comprehensive benefits package to full-
time employees that includes health, dental, vision, life insurance,
retirement, tuition assistance, paid time off and work/life balance
initiatives such as wellness programs, spirituality in the workplace, and
training and development.
Barry University is an Equal Opportunity Employer, committed to a diverse and
inclusive work environment.
