Advancement Services Manager

Title: Advancement Services Manager

Status: Permanent, Full Time
Reports to: Chief Advancement Officer
Last Updated: 2.27.18


The purpose of this position is to help the Paulist Advancement Office analyze existing and new data for advancement services, manage our constituent database, and other administrative tasks for advancement that leads to goal attainment.  It is vital that all efforts are not just high quality, but also are strategically designed to place the organization where it needs and wants to be in its relationships with its supporters, and the public; pursuing the goals of increasing mission visibility.


Key Responsibilities


  • Assist with scheduling important solicitation contacts and visits
  • Prepare (or arrange for preparation of) pre-solicitation research reports containing donor specific information to help Paulist representatives approach key prospective donors
  • Assist with entry of visit report information into the database as needed


  • Ensure that the Salesforce database is accurate and accessible and its use adheres to all appropriate policies and procedures
  • Produce Advancement Office gift and database reports on a timely basis and help augment growth-oriented decision-making.
  • Complete grant and foundation proposals under the direction of the Chief Advancement Officer and Senior Director of Mission Advancement
  • Organize and make record of Advancement Office staff meetings as needed
  • Assist with preparations for key meetings of the Paulists, as assigned
  • Assist with other Advancement Office duties as assigned

Gifts Processing and Stewardship:

  • Maintain the Advancement Office database with integrity and according to industry best practices and standard compliance with non-profit regulations
  • Build data fields to support Advancement Office activities
  • Establish and follow appropriate policies, standards and guidelines for database and fundraising activities including confidentiality, gift receipting, recording, acknowledgement and reporting
  • Document procedures and provide staff training to maximize the database utility
  • Analyze end use of data for maximum support of the Paulist mission
  • Perform necessary support functions for the Advancement operations
  • Generate and mail tax letter acknowledgements, honorees, memorials and reports
  • Assist with Annual Fund reminders
  • Support the Business Office’s annual audit as necessary
  • Review and record all deceased records as well as other critical data enrichment updates

  • Bachelor’s degree
  • Demonstrate competency with computer skills and database management (such as, Excel, Salesforce, GiftWorks, or Raiser’s Edge, etc.)
  • Write and speak clearly, concisely, and persuasively 
  • Organized, familiar with managing multiple projects simultaneously and effectively
  • Attentive to detail, both with documents and with event preparation
  • Able to collaborate frequently, successfully, and effectively with other staff in support of the Paulist Mission
  • Demonstrated understanding of and appreciation for the development process, specifically including stewardship, donor relations, research, and prospect management
  • Ability to maintain a proper level of confidentiality with donor and data information
To apply

To apply for this position, please send cover letter and resume to Andrew Shafer at