Assistant Director of Advancement Operations & Donor Engagement

About Saint Peters University

Saint Peters is one of 27 Jesuit colleges and universities in the United States. Established in 1872, the University blends a unique learning experience shaped by rigorous academics, internships that provide real-world experience, community service, and a genuine, caring community that supports alumni long after graduation. Saint Peters offers more than 50 undergraduate majors as well as masters level and doctorate program.

Saint Peters Universitys diverse campus community, collegial and inclusive culture, and commitment to excellence, education, innovation and community engagement contribute to our success and ensures our employees flourish. The University merges quality academics, distinguished and exceptional faculty and staff, and modern facilities to engage and challenge its 4,000 students who share in the desire to shape the future through insight, intellectual exploration, discernment, and community service and engagement.

Job Summary:

Under the supervision of the Director of Advancement Operations & Analytics, the Assistant Director of Advancement Operations & Donor Engagement oversees advancement operations, data integrity, reporting, and the systems that support fundraising, donor engagement, and scholarship stewardship, and owns day-to-day donor stewardship and acknowledgment work. This position manages gift, pledge, and scholarship data from start to finish, ensures compliance with accounting and audit standards, and is the primary liaison to the Finance Office.

This position also connects Advancement Operations and Donor Engagement, overseeing donor acknowledgments, gift and tax receipting, pledge reminder correspondence, and scholarship stewardship reporting. It supports Donor Engagement's day-to-day needs on an ongoing basis, and especially until the Director of Donor Engagement position is filled, in coordination with University leadership.

The Assistant Director takes on greater responsibility for data management, scholarship and stewardship oversight, donor-facing work, reporting, and process improvement, while handing off routine transactional work to part-time and student staff.

Essential Functions and Responsibilities:

- Oversee the processing, recording, reconciliation, and quality control of gifts and pledges in Raiser's Edge NXT and related systems, including Almabase and PostOmatic, ensuring accuracy, timeliness, and compliance with University, accounting, and audit requirements.

- Maintain accurate, up-to-date records, both hard copy and digital, for alumni and donor data, pledges, planned gifts, scholarship agreements and funds, and campaign records; keep data integrity standards consistent across Raiser's Edge NXT.

- Serve as the Advancement Division's main point of contact with the Finance Office for gift deposits, reporting, and account reconciliation; lead monthly reconciliation meetings and resolve related issues.

- Own the scholarship stewardship process end to end, working with Finance, Financial Aid, and other campus and external partners to track, report, and coordinate scholarship recipient acknowledgment; maintain scholarship data and reporting tools for accurate, repeatable reporting.

- Oversee donor acknowledgment letters, gift and tax receipts, and pledge reminder correspondence, working with Donor Engagement to ensure accuracy and quality.

- Coordinate donor stewardship work with Donor Engagement, including tracking communications and supporting donor recognition and appreciation efforts.

- Manage the back-end of the Events module in Raiser's Edge and the Almabase platform, in collaboration with the Alumni Engagement team.

- Generate timely, accurate financial, scholarship, and stewardship reports for Advancement leadership, Finance, and partner teams.

- Work with Donor Engagement to ensure pledges are fulfilled on time and, when needed, written off in accordance with accounting standards and audit requirements.

- Supervise part-time Advancement Operations staff, work-study students, and graduate assistants, including task assignment, training, and quality review; delegate routine transactional and data-entry work as appropriate and remain responsible for accuracy and continuity across that work.

- Document and improve operational procedures, workflows, and training materials to keep processes consistent, efficient, and reliable across Advancement Operations and Donor Engagement.

- Perform other related duties as assigned by the Director of Advancement Operations & Analytics or Assistant Vice President.

- Any other duty or responsibility assigned by the supervisor

Outcomes/Performance Metrics:

- Accurate, compliant gift, pledge, scholarship, and tax receipting processes, with minimal errors and few corrective journal entries.

- Timely, reliable financial, scholarship, and stewardship reports for Advancement leadership, Finance, and partner teams.

- Active participation in and leadership of monthly reconciliation meetings with the Finance Office, with ongoing resolution of funding, receipting, and reporting issues.

- Clear ownership of donor acknowledgment, receipting, and pledge reminder processes, with strong quality control and fast turnaround.

- Effective coordination between Advancement Operations and Donor Engagement, supporting a seamless donor experience across both functions.

- Ability to manage multiple priorities, lead projects, and delegate transactional work while maintaining high data quality.

Salary Range: $60,000 - $70,000

Benefits:

Along with a competitive salary, we provide a robust benefits package to support your health and future goals.

Key Benefits Include:

- Paid Time Off: Paid holidays, personal days, vacation, and sick leave

- Health Coverage: Health insurance, dental insurance, and vision insurance

- Life Insurance: Employer-provided life insurance

- Life & Disability Insurance: Voluntary life and voluntary disability coverage

- Retirement Savings: 401(k) plan with Roth and Traditional options

- Tuition Remission: An attractive tuition remission policy for employees and their dependents

- Additional Perks: Employee Assistance Program (EAP), Voluntary Legal plan, FSA and more

The well-being of our employees is a priority for our University, and we are committed to promoting your success and well-being.

Qualifications

Minimum Qualifications:

- Bachelor's degree or equivalent experience.

- A minimum of four to five years of professional experience in advancement operations, donor engagement or stewardship, fundraising administration, data management, or a directly related field.

- Demonstrated experience working with advancement CRMs and related platforms, including Raiser's Edge NXT; experience with Almabase, PostOmatic, or similar tools preferred.

- Demonstrated experience with donor-facing communications, such as acknowledgments, receipting, or stewardship reporting.

- Strong analytical, organizational, and communication skills, with a high level of attention to detail, discretion, and data integrity.

- Experience coordinating across departments or functions preferred.

- Organizational, communication, and interpersonal skills.

- Ability to work independently and collaboratively in a dynamic environment.

- Commitment to community engagement, service, leadership development, or related work.

Additional Desirable Qualities:

- Knowledge of Raiser's Edge NXT database and web view.

- Knowledge of Almabase online community platform or ability to learn this platform.

- Knowledge of PostOmatic or similar mail/communication tools.

- Demonstrated ability to understand and use relational databases, manage access, and maintain reliable, high-quality data records.

- Ability to work within established brand standards and narrative; experience with donor-facing correspondence.

- Experience developing and maintaining community partnerships.

- Experience working directly with community-based organizations.

- Familiarity with service-learning, civic engagement, volunteer management, or leadership development programs.

Knowledge, Skills and Abilities acquired on the job:

An essential job function is the acquisition and mastery of on-the-job knowledge, skill, and ability, in order to learn, implement and follow key job functions. The following are performance criteria and are essential functions:

- Ability and willingness to perform both professional and technical/administrative/clerical tasks.

- Ability to appropriately use and demonstrate proficiency with standard office productivity software, tools, and University systems, such as MS Office Suite (Word, Excel, PowerPoint) and Google Suite equivalents.

- Ability to efficiently organize and manage large amounts of data, information, and records; attention to detail; and well organized.

- Ability to interact and communicate effectively with individuals from diverse backgrounds and at all levels of the organization. Strong written and communication skills along with the ability to build relationships with various members of the organization.

- Ability to work effectively in a team environment, anticipate the needs of others on the team.

- Ability to provide high-quality, strong customer-oriented services, including problem-solving orientation; strong listening skills; history of coordinated work effort with extensive follow-through and follow-up.

- Ability to assess efficiency of current department processes and recommend improvements.

Key Performance Expectations:

- Actively demonstrate an understanding of and commitment to Jesuit heritage and ideals.

- Be driven by the University mission.

- Be committed to the University and the work we do to support students.

- Approach commitments cheerfully, enthusiastically, and energetically.

- Approach issues and assignments with an open mind, objectively and neutrally, with logic and analysis.

- Be accountable and responsible.

- Be well organized.

- Behave and perform ethically.

- Maintain integrity, confidentiality and sensitivity with personal donor and constituent information.

- Collaborate effectively both within and outside the department.

- Consistent and timely attendance.

- Meet all departmental and work area expectations.

Physical Requirements:

- Must be able to remain in a stationary position for extended periods of time.

- Must be able to physically attend in-person meetings and events both on- and off-campus.

- Frequently operates a computer for extended periods of time.

- Frequently communicates with others over the phone and in person; must be able to exchange accurate information in these situations.

- Ability to speak clearly and communicate proficiently in English.

Work Schedule:

Full-time; 52 weeks per year. In addition to regular business hours, the person in this position must be able to be flexible around the needs of the University, which includes occasional evening and/or weekend hours.

Disclaimer:

This job description is intended to summarize the type and level of work performed by the incumbent and is not an exhaustive list of duties, responsibilities, and requirements. The University reserves the right to change, add, or reassign job duties or combine positions, or portions thereof, at any time. This job description is not an employment agreement or contract. This job description may be updated from time to time based on the needs of the University.