Executive Director, Advancement Operations

JOB TITLE

Executive Director, Advancement Operations

LOCATION

Worcester

DEPARTMENT NAME

Advancement Operations

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

The Executive Director, Advancement Operations leads the operational infrastructure that enables WPI's advancement program, ensuring excellence in gift processing, database management, prospect research, reporting and analytics, compliance, and technology systems. This senior leader creates efficient, accurate, and strategic operations that empower fundraisers to focus on donor relationships while providing the data, insights, and tools needed for success. Reporting to the Associate Vice President, Advancement Operations and Engagement, the Executive Director manages day-to-day operations, drives continuous improvement, leads technology strategy, and ensures advancement systems support both campaign completion and long-term sustainable growth. This role requires deep technical expertise, strategic thinking, exceptional management skills, and a commitment to service excellence.

JOB DESCRIPTION

Operational Leadership & Management

• 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 

Database & Technology Management

• 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 

Prospect Research & Analytics

• 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 t