Executive Director, Advancement Operations

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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, provid

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