Director of Advancement Systems

Job Description

The Director of Advancement Systems is responsible for overseeing all advancement operations, database management, gift processing integrity, reporting systems, and workflow optimization that support fundraising, donor stewardship, and financial accountability at the Foundation.

The Director acts as the senior leader of all advancement data systems, internal processes, donor record management, analytics, and compliance.

This role is ideal for a high accuracy, systems oriented professional who loves designing and optimizing processes that enable superior fundraising results.

MINIMUM QUALIFICATIONS:

EDUCATION:
Bachelor's degree required; additional credentials in data management, nonprofit operations, or information systems preferred.

EXPERIENCE:
Minimum 5+ years of experience in development operations, nonprofit data management, gift processing oversight, or advancement services.

KNOWLEDGE/SKILLS:
Experience with donor CRM platforms (ideally Raiser's Edge or equivalent).
Demonstrated success improving processes, implementing systems, and establishing operational best practices.
Supervisory experience strongly preferred.
Commitment to confidentiality, accuracy, and operational excellence.
Commitment to the mission, teachings, and values of the Catholic Church.

ROUTINE DUTIES AND RESPONSIBILITIES:

Advancement Operations Leadership

Build and manage the Foundation's operational infrastructure for fundraising, data flows, gift processing, reporting, and donor engagement.
Develop and document policies, workflows, and procedures for all advancement processes (annual giving, planned giving, major gifts, events, donor relations, and grantmaking).
Ensure clean, accurate, and timely execution of all development operations to support the work of fundraisers and leadership.
Oversee and regularly audit compliance with IRS regulations, audit requirements, diocesan policies, and industry standards for gift acceptance, receipting, and stewardship.

Database Management & Data Integrity

Serve as the primary system administrator for the donor database (e.g., Raiser's Edge or other CRM).
Maintain data accuracy, field mapping, coding structures, queries, global updates, and security permissions.
Create and enforce data-entry standards, ensuring accuracy across all donor records, gift entries, and constituent updates.
Oversee onboarding, training, and ongoing usage guidelines for all staff who interact with the CRM.

Reporting, Analytics & Insight Development

Develop dashboards, queries, and custom reports to support annual appeals, major gifts, planned giving, and stewardship.
Provide data-driven insights on donor behavior, retention, pipeline health, and campaign performance.
Prepare regular reports for the Executive Director, Board of Directors, Finance Committee, and development staff.
Support forecasting for revenue and donor engagement across giving programs.

Gift Processing & Financial Coordination

Oversee the accuracy and timeliness of all gift processing, ensuring proper fund allocation, coding, receipting, and documentation.
Supervise or perform quality control on gift batches and deposit logs.
Partner with Finance to reconcile donation reports, fund balances, endowment activity, and monthly/annual accounting cycles.
Maintain documentation required for annual audit, compliance reviews, and internal controls.

Process Improvement & System Optimization

Analyze workflows to identify inefficiencies and develop solutions that improve accuracy, speed, and donor experience.
Lead technology modernization, data cleanup projects, and system upgrades.
Research and recommend tools for online giving, email platforms, reporting systems, and automation.
Establish best practices for data hygiene, donor segmentation, and system integrations.

Collaboration & Cross-Functional Support

Work closely with:
Director of Development & Donor Relations to support donor portfolios, stewardship reporting, and prospect development.
Planned Giving Officer to support Legacy Society tracking, gift documentation, and planned gift recordkeeping.
Administrative Assistant/Data Entry to coordinate event registration, contact management, and mailing lists.
Administrative Assistant/Data Entry position to ensure accuracy and adherence to standards.
Provide guidance and training to staff on database usage and operational processes.

Supervision

Oversee workflows for gift processing, acknowledgments, and data updates.
Provide coaching, training, and performance feedback to operational staff.

Other Duties

Support the Executive Director with strategic planning, audits, board reporting, and enterprise data analysis.
Ensure donor confidentiality, ethical standards, and Catholic mission alignment in all processes.
Perform other responsibilities essential to strong advancement operations.

Performance Competencies:
High-level knowledge of fundraising operations, donor data systems, and advancement services.
Exceptional attention to detail and commitment to data accuracy.
Strong analytical, reporting, and problem-solving abilities.
Ability to manage complex workflows and maintain stability in fast-paced environments.
Advanced proficiency in CRM systems (e.g., Raiser's Edge), Excel, and data tools.
Strong communication, documentation, and training skills.
Professional integrity, discretion, and alignment with Catholic values.

OTHER DUTIES: As requested.

PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Employees are regularly required to talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment.
• Prolonged periods sitting at a desk and working on a computer.
• Employees are frequently required to walk and stand and lift and move items weighing 25 pounds or less.

A competitive salary will be offered to the successful candidate as well as a full-benefit package.

Qualified applicants should submit a resume and a letter of interest to:
Deacon Jeff Hirst at jhirst@diopitt.org.

Application materials must be received by March 27, 2026.

About the Employer

Building A Bridge To The Future.