Advancement Officer

Summary of Work Activities and Responsibilities

The Advancement Officer III administers the fund-raising programs, projects, strategies, and structures established by the Office and/or University. This position coordinates with various University offices for the implementation of the established initiatives ensuring alignment with the set guidelines.

Main Duties and Responsibilities

I. University Partnership and Trends Analysis

• Keeps track of updates and developments that affect the University as an organization, including its employees

• Benchmarks with other universities or institutions on the best practices of the Advancement Team, such as campaign planning and execution, major and planned gifts, annual fund, alumni giving, parent giving, and development operations

  • Actively researches practices related to advancement management frameworks, assessment strategies, intervention and evaluation o Keeps abreast of fund generation, resource management, donor management within and among the academic community and other industries

• Prepares data to detect trends in terms of advancement requirements, realities, opportunities, and successes in order to make the necessary decisions and recommendations

• Conducts assessment of advancement potentials and partners, utilizing the most appropriate data gathering and validation methodologies

  • Drafts a needs assessment plan, after due consultation and understanding of the needs of the University and its partners o Drafts questionnaires and/or data gathering guide to facilitate the sessions

  • Conducts data gathering, from primary and secondary references, which includes administration of questionnaires to (co)facilitation of sessions

• Comes up with an initial analysis of data gathered from the unit, its stakeholders, and other relevant sources

• Assists in designing programs and evaluation plan to address findings and identified needs

II. Advancement Management Support

• Ensures and oversees that the processes and measurements to monitor the engagement activities and fundraising results are in place

  • Coordinates with external vendors and internal staff to meet the fundraising objectives of the Advancement Team, under the guidance of the Advancement Head

  • Assists in preparing donor performance profile data and trends for the University, providing initial analysis and insights, and recommending possible action steps to sustain performance and address possible gaps o Records and keeps track of the progress of the Advancement unit's projects and activities to ensure that they are effectively and efficiently implemented (e.g., meeting agreements, expenses, timelines, targets, reports, etc.)

• Conducts research to identify prospective donors from a variety of constituencies (i.e., alumni, parents, and friends of the Ateneo) and maintains updated mailing lists

  • Helps the Advancement Head in identifying new individuals and corporate funding prospects or potential benefactors, and in preparing for activities/occasions to initiate and maintain contact with prospective and current donors
    • Identifies, builds, designs, and evaluates the advancement programs

  • Assists the Advancement Head in grant-writing by preparing proposals for private donors, corporations, and foundations

  • Works collaboratively with the Advancement Head in volunteer planning, management, education, and engagement in the implementation of the fundraising programs and activities

• Assists in regularly reviewing the aptness and effectiveness of the advancement and donor management system

  • Works with the various OUDAA sections in reviewing the effectiveness of the advancement programs provided

  • Provides feedback to the different OUDAA sections for gaps arising from systemic concerns (e.g., donor-fund mismatch, database concern, etc.)

  • Reviews and recommends how to efficiently administer the advancement programs

  • Contributes to analyzing donor profile trends in coordination with the other sections

III. Section Support

• Maintains the Advancement Calendar and schedules appropriate activities for campaign leadership and volunteers

• Ensures proper approvals have been obtained to support the expenditure of University funds, and other expenses charged to the office budget

• Processes corresponding payments to suppliers/service providers, reimbursements, liquidations through the Central Accounting Office (CAO) Payment System (CPS) and E-Requisition (EReq)
  • Assists in creating/updating policies related to advancement management, and donor fund management systems

• Drafts reports, dashboards applying appropriate communication methodologies compliant to the standards of the University

• Assists in communicating the programs of the Section to unit heads and employees

• Manages and maintains relationships with partners, and builds network with donors and the community at large

• Assists in monitoring, coordinating, implementing, and evaluating all the Section's projects, deliverables, timelines, agreements, including possible sustainability measures

  • Ensures all accountabilities are delivered, including payments to suppliers and contractors

  • Recommends improvements in the Section's systems, processes, and programs

  • Assists in monitoring success rate and effectiveness of accompaniment initiatives

• Oversees the coordination, logistical, and resource requirements of the Section's projects and activities

• Documents all meetings, proceedings, and events of the Section's projects and activities
  • Assists in preparing the Section's operational budget requirements Assists the OUDAA during peak seasons, and the University for events and committee works

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

Knowledge, Skills, and Abilities

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Knowledge in database management

• Analysis: Ability review several documentations and provide insights to various data

• Communication Skills: Excellent verbal and written communication skills, including public speaking.

• Interpersonal Skills: A self-starter with the ability to work productively and cooperatively with different personalities and can work with minimal supervision independently and within a team-oriented structure

• Project Monitoring: Ability to monitor multiple projects simultaneously and to adapt to changing environments and priorities. Proven project management skills would be an advantage

• Program Analysis: Ability to identify strengths and weaknesses of any part of the campaign or program and think of alternative solutions, conclusions, or approaches to problems

• Organization Skills: Highly organized, detail-oriented and able to adapt to changing environments and priorities

• Research: Ability to benchmark, align and recommend best practices in the line of marketing and advancement

Education and Experience Requirements:

• Bachelor's degree in Business, Communications, Management or Economics

• With 3 years relevant experience

• Work experience in data management