Worcester Polytechnic Institute · 5 hours ago
Executive Director, Advancement Operations
Worcester
Full-time
Hybrid
Director/Executive
$128K/yr - $140K/yr
8+ years expWorcester Polytechnic Institute is seeking an Executive Director for Advancement Operations to lead the operational infrastructure of their advancement program. This role involves ensuring excellence in gift processing, database management, and compliance while empowering fundraisers with the necessary tools and insights for success.
CommunitiesEducationHigher EducationSTEM Education
Responsibilities
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
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
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
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
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
Qualification
Required
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 Blackbaud/Raiser's Edge 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
Preferred
Experience in higher education advancement
Supervisory experience with demonstrated ability to build and develop high-performing teams
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
Company
Worcester Polytechnic Institute
WPI is a private technological university that offers research facilities and a community of students and members.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$63.43MKey Investors
National Science FoundationUS Department of EnergyARPA-E
2025-07-25Grant· $0.4M
2024-09-26Grant· $1M
2024-08-21Grant· $2M
Leadership Team
Beth Phalen
Member Board Of Trustees
Cynthia J. Pellegrino
Director of Human Resources
Recent News
WBJournal.com
2026-01-24
WBJournal.com
2026-01-17
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