Director of Data and Process Management - North Carolina Agricultural and Technical State University : Job Details

Company Description

North Carolina Agricultural and Technical State University is an 1890 land-grant, doctoral higher research university in Durham, NC. The University offers diverse educational opportunities from bachelor's to doctoral degrees in traditional and online environments. With a focus on STEM preeminence and excellence, North Carolina A&T prepares students for the global society through education, research, and outreach programs.

Role Description

The Director of Data and Process Management is a critical leadership role within the Advancement Operations team, responsible for overseeing the comprehensive management of constituent data essential for successful fundraising and advancement efforts. This position requires a strategic thinker with a deep understanding of data management principles, a strong grasp of biographic and prospect research methodologies, and a commitment to maintaining data integrity and security.

Key Responsibilities:

1. Strategic Data Management

Develop and implement strategic plans for the collection, storage, and maintenance of biographic, prospect, and giving data, ensuring alignment with the institution's advancement goals and objectives:

· Strategic Planning: Collaborate with key stakeholders to define the data management strategy that supports the institution's mission and advancement goals. This involves setting long-term objectives for data acquisition, storage, and usage, and establishing protocols to ensure data integrity and security.

· Data Collection: Design and oversee processes for efficient and accurate collection of biographic, prospect, and giving data from various sources. This includes identifying key data points, creating standardized forms, and implementing automated data capture technologies where possible.

· Data Storage: Implement robust database systems that can securely store large volumes of data while ensuring quick retrieval and scalability. Develop policies for data categorization, encryption, and backup to prevent data loss and unauthorized access.

· Data Maintenance: Establish regular data hygiene practices, including de-duplication, updates, and audits to maintain the accuracy and completeness of the data. Train staff on best practices for data entry and maintenance to uphold data quality standards.

2. Prospect Tracking and Moves Management

Implement a robust prospect tracking system and moves management process to monitor prospect interactions, track progress through the donor lifecycle, and optimize engagement strategies:

· Prospect Tracking System: Develop and deploy a comprehensive system to track all interactions with potential donors. This includes capturing contact information, communication history, and engagement activities in a centralized database.

· Moves Management: Create a structured moves management process that outlines the steps involved in moving prospects through the donor lifecycle from identification and qualification to cultivation, solicitation, and stewardship. Assign roles and responsibilities to team members for each stage of the process.

· Monitoring and Analysis: Continuously monitor prospect engagement and track their progression through the lifecycle. Use data analytics to identify trends, measure the effectiveness of engagement strategies, and adjust tactics as needed to improve conversion rates.

· Optimization: Regularly review and refine moves management strategies based on feedback and data insights to ensure they remain aligned with institutional goals and donor preferences. Implement technological tools to automate and enhance tracking and management processes.

3. Giving Platform Administration

Oversee the setup and maintenance of online giving pages and platforms, ensuring an intuitive user experience and seamless integration with constituent databases and financial systems:

· Platform Setup: Manage the configuration and customization of online giving platforms to meet the institution's specific needs. This includes setting up donation forms, payment gateways, and user authentication mechanisms.

· User Experience: Design giving pages with a focus on user-friendliness, ensuring a simple, secure, and engaging experience for donors. Conduct usability testing and gather donor feedback to continuously improve the interface and functionality.

· Integration: Ensure seamless integration between the giving platform and other institutional systems, such as constituent databases and financial systems. This includes setting up automated data transfers, synchronization processes, and real-time updates to maintain data consistency across platforms.

· Maintenance and Support: Regularly update and maintain the online giving platforms to address security vulnerabilities, software bugs, and new feature releases. Provide technical support and training to staff and donors as needed.

4. Reconciliation and Reporting

Reconcile gift records with financial statements and fundraising databases on a regular basis to identify discrepancies and ensure data accuracy. Prepare financial reports and analyses related to charitable contributions for internal stakeholders and external auditors. Generate regular reports and analytics to inform decision-making processes and evaluate the effectiveness of advancement strategies and campaigns:

· Reconciliation: Conduct thorough and regular reconciliations of gift records against financial statements and fundraising databases to ensure all transactions are accurately recorded and discrepancies are promptly addressed. Implement checks and balances to detect and correct errors in a timely manner.

· Financial Reporting: Prepare detailed financial reports and analyses that summarize charitable contributions, donor trends, and campaign performance. Tailor these reports to meet the needs of internal stakeholders, such as the advancement team, executive leadership, and the board of trustees, as well as external auditors.

· Data Accuracy: Establish and enforce data accuracy protocols to maintain the integrity of financial records. This includes regular data audits, validation checks, and updates to ensure the information reflects true financial activities.

· Analytics and Insights: Develop and utilize advanced analytical tools to generate actionable insights from fundraising data. Create dashboards and visualizations that highlight key metrics, trends, and performance indicators to support strategic decision-making and evaluate the success of fundraising initiatives.

5. Review and Approval

Facilitate the review and approval process for gift agreements, naming opportunities, and other advancement-wide efforts, coordinating feedback from relevant stakeholders and obtaining necessary approvals before finalizing agreements:

· Coordination: Act as a liaison between different departments and stakeholders involved in the review process of gift agreements, naming opportunities, and other advancement-related initiatives. Ensure timely and effective communication to gather input and address concerns.

· Feedback Integration: Collect and synthesize feedback from various stakeholders, including legal, financial, and advancement teams. Ensure that all relevant perspectives are considered and incorporated into the final agreements.

· Approval Process: Develop and manage a clear, step-by-step approval process that outlines the necessary stages, documentation, and approvals required before finalizing agreements. Maintain a comprehensive tracking system to monitor the progress and status of each agreement.

· Documentation: Ensure all agreements are properly documented, stored, and accessible to relevant parties. Maintain a repository of finalized agreements and provide training to staff on compliance and adherence to institutional policies and procedures.

· Quality Assurance: Implement quality control measures to ensure that all agreements meet institutional standards and legal requirements. Conduct regular reviews and audits to identify areas for improvement and ensure continuous compliance.

Qualifications:

• Bachelor's degree required; advanced degree preferred in information management, data science, or related field.
• Minimum of 5 years of experience in advancement services, prospect research, database management, or related areas within the nonprofit sector or higher education.
• Demonstrated expertise in database management systems (e.g., Raiser's Edge, Salesforce, etc.) and proficiency in data analytics tools and techniques.
• Strong analytical and problem-solving skills with the ability to interpret complex data sets and provide actionable insights.
• Excellent interpersonal and communication skills, with the ability to collaborate effectively with cross-functional teams and stakeholders.
• Commitment to upholding ethical standards and maintaining confidentiality in handling sensitive information.
• Prior experience in prospect management, moves management, online giving platforms, and gift agreement processes preferred.

The Director of Data and Process Management plays a pivotal role in advancing the mission and vision of the institution by ensuring the accuracy, accessibility, and security of constituent data essential for building and sustaining meaningful relationships with donors and prospects, ultimately contributing to the organization's fundraising success and long-term sustainability.

Qualifications

Bachelor's degree and 2 years relative experience; with nine credit hours in programming and one year of experience in business application consulting or development; or equivalent combination of training and experience.

• All degrees must be received from appropriately accredited institution.

Master' degree preferred