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Account/Position No.: 61000/206330 Level 12 Position Title: Director, Advancement Services Department: Alumni Office
Expectations for All Employees East Tennessee State University pursues its mission based upon core values. An employee's job performance must support and exhibit the university's core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced. Function of Position Responsible to the Associate Vice President for University Advancement/Executive Director, ETSU Alumni Association, for directing the Office of Advancement Services; managing the Alumni Development System (ADS) and the units implementing and use of the new Banner Advancement System; supervising and coordinating all work assignments of records personnel; preparing reports for senior management on university-wide gifts and donations; overseeing the maintenance of all philanthropic and bio-demographic information of university donors and alumni; monitoring the creation of financial and biographical records, funds and other subsets of the data systems; planning and researching for cultivating donors, making presentations and conducting prospect interviews for the university capital campaign; preparing materials for leadership meetings; coordinating overall Advancement websites; coordinating the writing to support unit publications and communications; assisting with the development of schedules and strategies; and performing other related duties as assigned. Essential Functions -Supervises the daily operations of the Advancement Services Office. -Supervises assigned support staff, graduate assistants and student workers. -Adheres to the goals, objectives, action plans and the budget of the unit. -Assists with data fulfillment for alumni activities such as homecoming, annual alumni awards banquet, alumni board functions, class reunions, academic colleges, schools or administrative departments. -Develops relationships with vendors and resellers. -Coordinates the development and unit implementation of the university Content Management System (CMS) and other innovative extranet web services and systems for the units of University Advancement, Foundation and Alumni Association. -Plans, promotes and coordinates innovative use of technology in support of University Advancement. -Facilitates the conversion of existing institutional on-line documents to the web and for those documents that already exist on the web into the CMS. -Coordinates work with other Directors and staff. -Interfaces and communicates with university committees, faculty and staff. -Develops and implements standard operating procedures for work flow. -Consults with university personnel regarding appropriate controls for information systems. -Assesses information system application development, implementation and processing risks. -Identifies, assesses and develops solutions for internal control, security and data integrity issues. -Determines compliance with university policies and procedures. -Develops control self-assessment tools and surveys to obtain useful audit information. -Represents department on university committees. -Prepares departmental and divisional goals, accomplishments and reports for the University Profiles System, the ETSU Strategic Plan and external reporting bodies such as CASE, VSE, etc. -Maintains the Office of Advancement Services operating calendar. -Completes individual project assignments requiring assembling of data, analysis of data and drafting of documents and correspondence. -Serves as a Data Custodian for the ETSU Office of Advancement Services including making data within his/her charge available to others for the use and support of the office or department’s functions. The Data Custodian must be satisfied that protection requirements have been implemented and that a “need-to-know” is clearly demonstrated. By approving user access to ETSU data, the Data Custodian consents to the use of that data within the normal business functions of administrative and academic offices or departments. The Data Custodian is responsible for the accuracy and completeness of data files in their areas. Misuse or inappropriate use by individuals will result in revocation of the user’s access privileges. The Data Custodian must be responsible for the maintenance and control of BANNER validation and rules tables. These tables, as well as processes related to their use, define how business is conducted at ETSU. Secondary Functions -Identifies alumni donors and friends for annual and major gifts to assist the Office of University Advancement in support of fund raising activities. -Identifies effective volunteer leadership prospects for alumni program and alumni chapter/society events. -Records and reports the final destination of all surplus technology equipment. -Manages research projects undertaken by interns as part of their assigned duties. -Provides written evaluations of the performance of all support/staff, graduate assistants and student workers. -Researches current trends in technology and how they relate to departmental program needs. -Performs feasibility analysis and cost estimates of software and hardware requirements. -Manages the overall web presence; provides content support for first and second tiers of the site. -Performs other related duties as assigned. Knowledge and Abilities -Knowledge of fund raising techniques. -Knowledge of promotional management, public relations and group development. -Knowledge of a variety of computer systems, systems software and applications software, and lateral technologies. -Knowledge of generally accepted accounting practices and principles. -Knowledge of university TBR policies and procedures. -Ability to handle multiple tasks simultaneously. -Ability to work and communicate effectively with university staff, alumni, volunteers and other university personnel. -Ability to make sound financial decisions. -Ability to work in a detail oriented environment and handle stress well. -Ability to use a computer and various software packages. -Ability to work independently. -Ability to resolve problems and work with confidential information and financial records. -Ability to deal with the rapid change inherent in computer-related fields. -Ability to organize work and meet deadlines. -Ability to train users. -Ability to comprehend and interpret policies, procedures, laws, regulations and guidelines. -Ability to analyze complex information system data. -Ability to learn new software applications for various operating systems. -Ability to work in a self-directed and self-managed fashion with minimal guidance and have initiative to start and complete projects, including budgets and schedules. -Ability to effectively respond to complaints, questions and requests for information. -Ability to write effectively including speeches, briefs, and articles for publishing. -Ability to present information effectively to top management, public groups, and/or boards of directors. -Ability to read, analyze and interpret common reporting and technical journals, financial reports, and other related documents. -Ability to troubleshoot and solve problems. Supervision Given and Received Performs under general supervision. Determines own methods of performing assigned work. Supervises related employees. Minimum Qualifications Bachelors degree required; advanced degree preferred; and a minimum of three to five years experience in business and/or technology related discipline. Occasional nights and weekend work. Occasional overnight travel. Duties require use of PC and related technology and familiarity with Oracle based systems is desired.
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