Executive Director, Advancement Operations
JOB TITLE
Executive Director, Advancement Operations
LOCATION
Worcester
DEPARTMENT NAME
Advancement Operations & Engagement
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
The Executive Director, Advancement Operations leads the operational infrastructure that enables WPI's advancement program, ensuring excellence in gift processing, database management, prospect research, reporting and analytics, compliance, and technology systems. This senior leader creates efficient, accurate, and strategic operations that empower fundraisers to focus on donor relationships while providing the data, insights, and tools needed for success. Reporting to the Associate Vice President, Advancement Operations and Engagement, the Executive Director manages day-to-day operations, drives continuous improvement, leads technology strategy, and ensures advancement systems support both campaign completion and long-term sustainable growth. This role requires deep technical expertise, strategic thinking, exceptional management skills, and a commitment to service excellence.
JOB DESCRIPTION
Operational Leadership & Management
- Provide day-to-day leadership for advancement operations including gift processing, database management, acknowledgments, and compliance
- Ensure accurate, timely processing of all gifts with 99%+ accuracy and full compliance with IRS regulations, CASE standards, and university policies
- Oversee gift entry, batch processing, pledge management, matching gift coordination, and gift crediting protocols
- Develop and maintain operations policies, procedures, and documentation; ensure consistent application across team
- Manage operations budget, ensuring cost-effectiveness and strategic resource allocation
- Establish service level agreements with development staff and ensure operations team meets or exceeds expectations
- Lead team of operations staff including gift processors, database administrators, and coordinators
- Create culture of accuracy, efficiency, service excellence, and continuous improvement
Database & Technology Management
- Serve as primary steward of advancement CRM (Salesforce or equivalent), ensuring data integrity, accessibility, and strategic use
- Oversee database configuration, customization, integration with other campus systems, and upgrades
- Develop and enforce data standards, integrity protocols, and quality assurance processes
- Lead data cleanup initiatives, duplicate management, and ongoing database hygiene
- Manage user access, security protocols, and training for advancement staff using database systems
- Evaluate and implement advancement technology tools including wealth screening, email platforms, online giving, event management, and prospect tracking systems
- Lead technology vendor relationships, contract negotiations, and system implementations
- Explore and pilot AI, automation, and emerging technologies that enhance operational efficiency
- Partner with IT on technical infrastructure, integrations, and support
- Ensure business continuity planning and disaster recovery protocols for advancement systems
Prospect Research & Analytics
- Provide strategic oversight for prospect research function, ensuring effective identification, qualification, and assignment of prospects
- Partner with research team to develop screening strategies, capacity ratings, and portfolio management protocols
- Oversee wealth screening, biographical research, and prospect profiling processes
- Ensure gift officers have timely, accurate research support for cultivation and solicitation activities
- Develop analytics framework that provides actionable insights on fundraising performance, pipeline health, and donor trends
- Create dashboards and reports for leadership, gift officers, and board that enable data-informed decision-making
- Track and report on key performance indicators including pipeline metrics, proposal activity, gift pacing, and goal progress
- Conduct predictive analytics to identify trends, opportunities, and areas requiring attention
- Lead data visualization and storytelling that makes complex information accessible and actionable
Compliance & Gift Administration
- Ensure full compliance with IRS regulations for charitable contributions, gift substantiation, and quid pro quo disclosures
- Oversee complex gift administration including pledges, matching gifts, planned gift recording, and estate distributions
- Partner with Finance on gift reconciliation, endowment recording, and financial reporting
- Collaborate with Legal Counsel on gift agreements, naming opportunities, and donor intent documentation
- Maintain gift acceptance policies and advise on non-standard gifts (real estate, securities, complex assets)
- Prepare audit materials and respond to internal and external audit requests
- Track and report on restricted gifts, ensuring appropriate fund coding and stewardship requirements
Strategic Partnership & Service Excellence
- Serve as trusted partner to frontline fundraisers, providing excellent service, responsiveness, and problem-solving
- Train advancement staff on database use, gift coding, moves management documentation, and operational protocols
- Anticipate needs and proactively provide support that enables fundraising success
- Gather feedback from internal customers and continuously improve operations based on their needs
- Participate in divisional strategic planning and contribute operations perspective
- Represent operations on cross-functional teams and matrix project pilots
- Stay current on advancement operations best practices through professional associations and peer learning
- Other duties as assigned by supervisor
Qualifications
- Bachelor's degree; Master's degree preferred
- 8-10 years of advancement operations experience with progressive responsibility
- Minimum 5 years managing operations teams and complex database systems
- Expert-level knowledge of Salesforce or comparable advancement CRM
- Deep understanding of gift processing, IRS compliance, CASE standards, and advancement operations best practices
- Strong technical aptitude and experience implementing/managing advancement technology tools
- Proven ability to ensure data integrity and establish quality control processes
- Experience with prospect research, wealth screening, and analytics
- Exceptional project management skills and ability to manage multiple concurrent initiatives
- Strong analytical skills and comfort with data analysis, reporting, and visualization tools
- Outstanding attention to detail and commitment to accuracy
- Excellent communication skills and ability to translate technical concepts for non-technical audiences
- Service-oriented mindset and commitment to supporting frontline fundraising staff
- Experience in higher education advancement preferred
- Supervisory experience with demonstrated ability to build and develop high-performing teams
Preferred
- Experience in comprehensive campaign environment
- Knowledge of planned giving administration and complex gift processing
- Familiarity with financial reconciliation and endowment accounting
- SQL, Python, or other database query/programming skills
- Experience with data visualization tools (Tableau, Power BI)
- Understanding of AI and automation applications in advancement operations
- Certification in database administration or relevant technical credentials
- CFRE or commitment to obtain
Salary Grade 12: $127,500 - $140,000 per year (depending on experience)
Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.
FLSA STATUS
United States of America (Exempt)
WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.
To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Executive-Director--Advancement-Operations_R0003353
About WPI
WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.
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