JOB TITLE
Executive Director, Advancement Operations
LOCATION
Worcester
DEPARTMENT NAME
Advancement Operations
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
1. Provide day-to-day leadership for advancement operations including gift processing, database management, acknowledgments, and compliance
2. Ensure accurate, timely processing of all gifts with 99%+ accuracy and full compliance with IRS regulations, CASE standards, and university policies
3. Oversee gift entry, batch processing, pledge management, matching gift coordination, and gift crediting protocols
4. Develop and maintain operations policies, procedures, and documentation; ensure consistent application across team
5. Manage operations budget, ensuring cost-effectiveness and strategic resource allocation
6. Establish service level agreements with development staff and ensure operations team meets or exceeds expectations
7. Lead team of operations staff including gift processors, database administrators, and coordinators
8. Create culture of accuracy, efficiency, service excellence, and continuous improvement
Database & Technology Management
9. Serve as primary steward of advancement CRM (Salesforce or equivalent), ensuring data integrity, accessibility, and strategic use
10. Oversee database configuration, customization, integration with other campus systems, and upgrades
11. Develop and enforce data standards, integrity protocols, and quality assurance processes
12. Lead data cleanup initiatives, duplicate management, and ongoing database hygiene
13. Manage user access, security protocols, and training for advancement staff using database systems
14. Evaluate and implement advancement technology tools including wealth screening, email platforms, online giving, event management, and prospect tracking systems
15. Lead technology vendor relationships, contract negotiations, and system implementations
16. Explore and pilot AI, automation, and emerging technologies that enhance operational efficiency
17. Partner with IT on technical infrastructure, integrations, and support
18. Ensure business continuity planning and disaster recovery protocols for advancement systems
Prospect Research & Analytics
19. Provide strategic oversight for prospect research function, ensuring effective identification, qualification, and assignment of prospects
20. Partner with research team to develop screening strategies, capacity ratings, and portfolio management protocols
21. Oversee wealth screening, biographical research, and prospect profiling processes
22. Ensure gift officers have timely, accurate research support for cultivation and solicitation activities
23. Develop analytics framework that provides actionable insights on fundraising performance, pipeline health, and donor trends
24. Create dashboards and reports for leadership, gift officers, and board that enable data-informed decision-making
25. Track and report on key performance indicators including pipeline metrics, proposal activity, gift pacing, and goal progress
26. Conduct predictive analytics to identify trends, opportunities, and areas requiring attention
27. Lead data visualization and storytelling that makes complex information accessible and actionable
Compliance & Gift Administration
28. Ensure full compliance with IRS regulations for charitable contributions, gift substantiation, and quid pro quo disclosures
29. Oversee complex gift administration including pledges, matching gifts, planned gift recording, and estate distributions
30. Partner with Finance on gift reconciliation, endowment recording, and financial reporting
31. Collaborate with Legal Counsel on gift agreements, naming opportunities, and donor intent documentation
32. Maintain gift acceptance policies and advise on non-standard gifts (real estate, securities, complex assets)
33. Prepare audit materials and respond to internal and external audit requests
34. Track and report on restricted gifts, ensuring appropriate fund coding and stewardship requirements
Strategic Partnership & Service Excellence
35. Serve as trusted partner to frontline fundraisers, providing excellent service, responsiveness, and problem-solving
36. Train advancement staff on database use, gift coding, moves management documentation, and operational protocols
37. Anticipate needs and proactively provide support that enables fundraising success
38. Gather feedback from internal customers and continuously improve operations based on their needs
39. Participate in divisional strategic planning and contribute operations perspective
40. Represent operations on cross-functional teams and matrix project pilots
41. Stay current on advancement operations best practices through professional associations and peer learning
42. Other duties as assigned by supervisor
Qualifications:
43. Bachelor's degree; Master's degree preferred
44. 8-10 years of advancement operations experience with progressive responsibility
45. Minimum 5 years managing operations teams and complex database systems
46. Expert-level knowledge of Blackbaud/Raiser's Edge or comparable advancement CRM
47. Deep understanding of gift processing, IRS compliance, CASE standards, and advancement operations best practices
48. Strong technical aptitude and experience implementing/managing advancement technology tools
49. Proven ability to ensure data integrity and establish quality control processes
50. Experience with prospect research, wealth screening, and analytics
51. Exceptional project management skills and ability to manage multiple concurrent initiatives
52. Strong analytical skills and comfort with data analysis, reporting, and visualization tools
53. Outstanding attention to detail and commitment to accuracy
54. Excellent communication skills and ability to translate technical concepts for non-technical audiences
55. Service-oriented mindset and commitment to supporting frontline fundraising staff
56. Experience in higher education advancement preferred
57. Supervisory experience with demonstrated ability to build and develop high-performing teams
Preferred:
58. Experience in comprehensive campaign environment
59. Knowledge of planned giving administration and complex gift processing
60. Familiarity with financial reconciliation and endowment accounting
61. SQL, Python, or other database query/programming skills
62. Experience with data visualization tools (Tableau, Power BI)
63. Understanding of AI and automation applications in advancement operations
64. Certification in database administration or relevant technical credentials
65. 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.