Advancement Operations Associate (AOA), SUNY Cortland

December 11, 2017

The Advancement Operations Associate (AOA) will oversee the implementation of existing gift procedures, and will be responsible for the establishment, communication and consistent execution of new policies, processes and strategies, when needed, that facilitate accurate gift processing while supporting systems of financial accountability, data credibility and donor stewardship.

Essential Functions (List the position’s responsibilities, including only those functions or duties that are essential to fulfilling the position’s responsibilities.):

The AOA will be responsible for day-to-day oversight and support of gift processing, stewardship, and reporting functions to insure accurate and consistent support of other Advancement operations. The AOA is responsible for the management of an interdisciplinary, team-oriented program to ensure efficiencies, use internal control systems and support the organization’s donor discovery, cultivation, solicitation, and stewardship efforts.

Specifically, the AOA will be responsible for supporting:

Gift Processing

  • provide daily interpretation and clarification of gift transactions for gift processing staff and the development team, • coordinate matching gift opportunities,


  • provide analysis and content review of stewardship efforts to provide appropriate donor acknowledgement, and to ensure timeliness of stewardship practices.
  • accurately communicate the receipt of gifts to campus stakeholders in a timely manner,

Data Management & Reporting

  • manage procedural consistency to ensure accurate & auditable reporting for internal & external constituents, • build and maintain a structure for online giving, ensuring accurate data management reporting, • create queries and reports to analyze performance of various fundraising initiatives, • provide input for constituent segmentation for targeted appeals and events, • develop and employ a process and procedures manual, • provide regular status reports on progress made toward established fundraising goals.

Job Requirements:

Must be a solution-oriented team player. Be a supportive decision-maker regarding ethical considerations, proven industry practices, and industry (CASE) standards. Other focus areas include support of the process for acknowledgement and stewardship of donors.

The successful candidate must be process-oriented, detail-focused, a proactive communicator, and a critical thinker. Components of the position will include an understanding of basic accounting principles, gift processing, reporting, and reconciliation.

Occasional evenings and weekends.

Attention to detail and follow-through.

Sensitivity to confidential information.

Non-Essential Functions:

Functional and Supervisory Relationships (List who the position reports to and works closely with within SUNY Cortland.):

  • Reports to the Associate Vice President for Institutional Advancement • Supervises Records, Gift Processing and Stewardship Clerk II • Works closely with Financial Operations, Advancement Information Services, Alumni Engagement, Development staff, and the Communication and Marketing offices

Required Qualifications:

Bachelor’s degree with relevant work experience in accounting, records administration and/or gift processing. In lieu of a bachelor’s degree, an associate’s degree with at least three years of experience in accounting, records administration and/or gift processing will be accepted. Candidate must possess excellent computer literacy including proficiency in using database systems and MS Office, and must have exceptionally strong verbal, written and telephone communication skills.

Information analysis and experience developing key data elements to assist with report generation. Computer literacy, proficient in using donor database systems, Word processing, mail merge processes, spreadsheet and presentation software.

Exceptionally strong verbal, written and telephone communication skills.

Preferred Qualifications:

  • Demonstrated creative problem solving abilities.
  • Demonstrated increased levels of responsibility in educational fund raising in a higher education environment.
  • Experience using Raisers Edge and I-Modules software tools Accounting, data management, or related experience.
  • Knowledge of non-for-profit environment.