Assistant Vice Chancellor, Advancement Operations

University of California at Irvine in California

Date Posted June 5, 2014
Type Executive
Salary Commensurate with experience
Employment Type Full-time


 University Advancement


In a relatively short period of time, the University of California, Irvine has achieved tremendous success. A top public university, UCI has become internationally-recognized for improving lives through research and discovery, fostering excellence in scholarship and teaching, and engaging and enriching the community. And, with plans for major campus growth and well into a comprehensive campaign, the future is even brighter The university is seeking experienced, innovative development professionals to lead our fundraising efforts at a time of great excitement and opportunity for the campus and University Advancement

Position Title: Assistant Vice Chancellor, Advancement Operations
Department: University Advancement
Req No.: 2014-0078
Location: UCI Campus - Irvine

Job Summary

Under the direction of the Vice Chancellor of University Advancement, the Assistant Vice Chancellor of Advancement Operations (AVCAO) provides strategic planning, management, and direction to support and promote fundraising as related to the following functional areas: Prospect Development, Information Management, Database Administration and Donor Relations and Special Events. Serving as an integral member of the Vice Chancellor's senior staff, the AVCAO will employ their knowledge and experience with best practices related to these functional areas through the development and administration of efficient systems and processes that provide an essential infrastructure designed to ensure maximum success toward the University's fundraising goals. The incumbent will ensure the department's resources are aligned with business objectives for maximum utilization.


Salary: Range: Commensurate with experience

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

Please attach your resume.


Please view job description for the position requirements. 


Job Description
Job Essential Function 1
Percent of Time: 100%
Program Direction   60%
Participate as a member of the Vice Chancellor of University Advancement senior leadership team to develop solutions and align business needs, performance forecasts and operations in order to achieve campaign goals.
Lead a team of technical and business resources responsible for managing the central fundraising systems of the university and medical center, creating consistent university practices on donor engagement and tracking, ensuring proactive gift stewardship, developing strategic communications for robust event planning processes, and developing dynamic performance and activity reporting.
Serve as University Advancement liaison across UCI enterprise -  schools, medical center, research units and centers -  to unify university systems, resources, policies and requirements for donor tracking, moves management, integrated field activity measurements and related complex projects.  
Develop and direct a customer- and donor-centered Advancement Operations division that partners directly with all frontline development staff for success in building and managing relationships with donors, potential donors, volunteers, and other supporters.  
Lead a comprehensive prospect research and management team that creates and continues to innovate and elevate a research program pursuing new methods to increase development productivity and closed commitments.
Assess procedures and define requirements for technical systems that streamline business process to drive productivity improvement.  Design and implement information systems, constituent research, and other programs that serve the fundraising programs.
Design new on-line engagement system to replace giving, event and donor interaction processes, to create a campus-wide proposal production system.  
Lead efforts to combine UCI development programs operations into a single fundraising database system that increases transparency, functionality, and accuracy of records and reports.
Provide comprehensive technology, data and analytical support for Advancement operations and programs.  Design and develop programs that promote and leverage resources to grow private support.  
Maintain and steward client relationships for mature systems and identify additional business potential.  Communicate technical needs and vision to senior executives for strategic business development.
Prepare information and reports to guide university leaders for cultivation, solicitation and stewardship plans for principal, transformational, and trustee gifts.
Provide strategic planning to senior management for an infrastructure of central services to promote and sustain maximum efficiency. This also includes long range planning of hardware and software upgrades to the division s network and database management systems.
Donor Relations
The development of an operationalized set of stewardship and special events programming and strategies, including donor reports and fund tracking, and a customer-service oriented events program designed to build a pipeline, and engage and acknowledge major/principal donors toward the university s fundraising goals.
Prospect Development
The development of prospect and proposal pipelines, including tools, services, and management to ensure appropriate and intentional steps are taken to increase the value of development officer portfolios, and that results are optimized through the development of appropriate cultivation and solicitation strategies.
Database Management  
The strategic use of the donor/prospect database (Ellucian Advance ) to ensure all data is accurate, comprehensive and able to meet the goals of a data-driven fundraising enterprise.
Management   40%
Manage and supervise staff ensuring adherence to campus policies and procedures.  Supervise donor relations, special events, prospect development, database management, information technology and system programming.
Design university donor engagement policies and systems to better track and report activity and to maintain short and long term technology and operations strategies to meet university goals.
Perform performance forecasts to assist in university planning and campaign strategy models. Develop analytical methods to record and track fundraising performance through business intelligence.  Proactively seek opportunities to identify potential private support resources for UCI.
Manage information on individuals and groups through strategic research, various methods of prospect identification, and assigning and tracking of major gift prospect portfolios.
Manage and optimize the donor and financial systems in support of the university and medical center, including systems able to support international fundraising efforts, transactions and donor activities.
Develop annual accountabilities/goals and administer annual performance evaluations for functional areas within Advancement Operations.
Ensure appropriate information services policies and procedures are in place to ensure the protection of enterprise technology assets and the integrity, security and privacy of data and gifts history.  Enhance and protect data integrity for the business purposes of all data end users.  
Maintain ongoing expertise and knowledge about best practices for database services and vendors, and prospect identification and rating systems.  Keep abreast of tested and emerging technologies and methodologies that will aid the development program in more efficiently and effectively managing prospects, prospect strategy and analytical information.
Ensure the business and strategic plans are in line with UCI s long term strategic plan.  Ensure systems are used to enhance and achieve the goals of University Advancement and partner productively and transparently with campus systems in the Office of Information Technology (OIT).
Develop goals, operational standards and benchmarking for functional areas to ensure contribution and success to the overall organization s goals and deliverables.
Establish work priorities, standards, timelines and deliverables.  Oversee report production, including design, integrity, programming, production and prioritization of reports to meet pressing decision making timelines.  
Oversee training and engagement with fundraisers across campus to make effective use of Advancement Operations.  Maintain effective relationships with other departments in University Advancement and OIT.
This position does not oversee gift management or gift processing.  
Is accountable to the Vice Chancellor, University Advancement in the performance of assigned responsibilities.  Keep the Vice Chancellor, University Advancement appropriately informed concerning the status of the activities above, and act as advisor to her (him) as requested or required.
Interface with external university systems and fundraising teams to ensure cooperation, transparency and efficiency.  Build collaborative relationships across campus and advocate University Advancement s services to Vice Chancellors, Deans, Associate Deans and other campus leaders.
Work closely with all University Advancement unit heads and managers to ensure proper program implementation and productivity measurements.  
Work with Office of Information Technology managers in the development of programs and various issues as they arise.
Advise, inform, and work with Advancement s managers and Directors of Development as appropriate on issues of program implementation and resource management.
Responsible for the management of the budget of approximately $2.3 million.  Responsible for functional area budgets, including continual assessment to ensure cost effectiveness.  Develop and manage a budget that provides for growth in operations and technology.
Direct supervision of the following staff:
Senior Director, Donor Relations   MSP III
Senior Director, Prospect Development   MSP III
Director, Information Management   Computing Resource Manager 2
Senior Analyst, Advance & Data Training   PSS L
Executive Assistant to the AVC, Advancement Operations - Administrative Specialist, PSS I
Indirectly supervise a staff of approximately 20 professional and administrative support staff
Bachelor s degree, graduate degree preferred, or an equivalent combination of education and experience.
At least four (4) years of experience in a managerial or leadership position in information technology, prospect management and research, and donor relations. Extensive knowledge and experience with the principles, best practices and techniques relevant to higher education fundraising.
Extensive knowledge of computers, especially the Microsoft Office Suite and relational fundraising database(s).  Demonstrate familiarity with the range of capabilities available through report writing software, such as SQL and Crystal Reports.  Ability to direct and provide strategic direction for Ellucian Advance  reports and data quality control.
Provide consulting, problem determination and resolution, system installation and configuration, application support and needs analysis to support University Advancement, report design and implementation.
Demonstrated experience in developing and implementing strategic plans, policies and procedures; including guidelines and metrics to track progress and effectiveness of projects.
Demonstrated knowledge and accountability related to budgetary planning and prioritization of projects, programs, and activities using sound judgment while meeting organizational needs.
Demonstrated experience in leading, supervising, and motivating a work team, including organizing work flow to accomplish established objectives, delegating responsibility, training, mentoring, and evaluating individual and team effectiveness.
Proven ability to analyze and synthesize information, and demonstrated resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change and/or eliminate or mitigate potential negative effects. Excellent initiative and organizational skills to prioritize complex tasks, projects, and work flow, and to use independent judgment to make decisions regarding operations and deadlines.
Possess traits of good judgment, confidentiality, and discretion with colleagues and constituents.  Ability to work effectively and cooperatively in team situations utilizing flexibility, sensitivity, diplomacy and professionalism.
Demonstrated trustworthiness and personal integrity sufficient to maintain security of university funds.  
May be required to drive on occasion to perform routine or essential job responsibilities.
Must possess a valid California driver's license and participate in the DMV Employer Pull Notice Program.
Advanced degree/post-secondary education.
At least five (5) years of experience in a leadership position related to information technology, prospect management and research and donor relations.
Strong technical knowledge of project management techniques to effectively manage complex short-and long-term projects.
Experience working within a comprehensive research university fundraising campaign.
Experience in campaign planning.
In-depth knowledge of Ellucian Advance database.



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