"Assistant Director, Advancement Systems"

Assistant Director, Advancement Systems

Posting Number: R0006981
Location: Salem Campus

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

POSITION SUMMARY

Reporting to the Director of Advancement Data Analysis and Systems, the Assistant Director of Advancement Systems helps ensure the highest quality experience for Willamette alumni and supporters by maintaining data integrity. This position collaborates closely with the Director to establish policies and procedures, manage data projects, and oversee the flow of data from Raiser's Edge to Engaging Networks.

The position cross trains with the Data Entry Specialist in Gift Processing to build skills redundancy and prevent single point of failure issues.

RESPONSIBILITIES

• In collaboration with the Director of Advancement Data Analysis and Systems, be responsible for data extraction of mailing lists, gift data, email lists and other daily requests for data support by advancement and university partners
• Working with the Director of Advancement Data Analysis and Systems, build queries and maintenance reports to ensure data integrity
• Maintain and monitor the flow of data to and from other data systems, specifically Engaging Networks, to Raiser's Edge
• In partnership with the Director, develop, document, and maintain procedures
• Working with the Director of Advancement Data Analysis and Systems, execute systems to streamline and automate routine tasks associated with data entry as well as other essential processes
• Lead the processing of large datasets for data integrity projects
• In collaboration with the Director, manage the routine data health calendar
• Ensure consistent high quality, accurate data through audits, clean-up, research, data transformation, and special data projects
• Carry out multiple tasks and meet deadlines
• Follow instructions furnished in verbal or written format
• Participate as a member of the Advancement Strategy & Operations team in team meetings or ad hoc discussions
• With the support and coaching of the Advancement Strategy & Operations leadership, recruit, train, and assign projects to student workers
• Communicate and follow up with our partners (within Advancement, across campus, and third party organizations) on inquiries about data and data requests in a timely manner
• Maintain the confidentiality of all activities within the organization
• Assist as needed with other Institutional Advancement activities such as events, meetings and site visits
• Act as a backup gift processor
• Manages the Adv change inbox, acting as the go-to for complex requests and clarifications; Assigns out tasks as necessary

QUALIFICATIONS

Minimum

• Education: Any combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position
• Familiarity with MS Office, with an emphasis on MS Excel
• Familiarity with G-Suite, with an emphasis on Google Docs and Google Sheets
• Interact and maintain good working relationships with individuals of varying social and cultural backgrounds
• Communicate efficiently and effectively both verbally and in writing
• Demonstrated experience in detail oriented data entry & data validation tasks; cares about data accuracy & validity, understands and upholds importance of data as a foundation for relationship management in support of the University's mission
• Able to maintain confidential information, navigate relationships with finesse, and work to the highest ethical standards as outlined by the Council for Advancement and Support of Education (CASE)
• Attendance and punctuality, sense of humor, and a positive team-oriented attitude are highly valued
• Ability to work occasional evenings and weekends for signature events and activities including Alumni Reunion Weekend
• Excellent communication skills
• Highly organized; detail-oriented; an independent thinker capable of prioritizing daily, weekly, and monthly tasks, and completing them with basic direction
• Comfortable with the use of technology, especially spreadsheets
• Ability to communicate effectively and to produce clear, concise, compelling, donor-centered and detail-oriented communications and materials

Preferred

• Experience with Raiser's Edge NXT and Database View
• Past experience in a higher education or non-profit setting preferred

Typical Work Schedule

Monday through Friday, 8 am to 5 pm.

Physical Demands & Working Conditions

Typical work is performed indoors in a normal office environment.

Application Instructions

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Applications will be reviewed on a rolling basis until the position is filled.

Incomplete applications will not be considered.

BACKGROUND CHECK REQUIREMENT: All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.