UTS Position Description UTS:HUMAN RESOURCES

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1 UTS Position Description UTS:HUMAN RESOURCES Position Title Manager, Advancement Services Unit/Division or Faculty Advancement Position Number (if known) HEW Level HEW 9 Date 5 th October 2017 POSITION PURPOSE This position leads and manages a team responsible for the University s CRM (a database for donor and alumni information), systems and information management, data mining and data analytics, gift processing, records management, and reporting for the Advancement Unit and the university. ENVIRONMENT AND DIMENSIONS The term Advancement refers to a strategic, integrated method of managing relationships to increase financial investment, engagement, understanding and support among our key constituents, including alumni and friends, community organisations, and philanthropic entities of all types. The primary disciplines of Advancement at UTS include: fundraising, alumni relations and advancement services. Importantly, these activities are all interconnected and the Advancement Unit maximises opportunities to work in an integrated way for maximum impact. The role of the UTS Advancement Unit (AU) is to implement an annual plan of action designed to capture philanthropic support from alumni and non-alumni individuals and organisations to meet the priority project, endowment, and capital needs of the University and Faculties. Additionally, the AU is responsible for building and maintaining relationships with over 200,800 alumni of UTS through a program of publications, communications, events and services. The Advancement Services team is responsible for supporting and influencing the strategic plans and day to day operations of the Advancement Unit through the expert management of the CRM which contains over 250,000 records, information management, data mining, data analytics, gift processing, records management, and reporting. It also supports faculties, business units and research areas of the university through the sharing and maintenance of data. The information housed and maintained in the CRM is of tremendous value and importance to many areas of the university. It contains comprehensive information on alumni, donors, friends and potential valued contributors to the university. The CRM is a critical tool for meaningful metrics pertaining to university alumni and donor communications, donor behaviour and events. This rich resource supports planning for faculty engagement, identifying prospective donors and seeking support from this community in recruitment, volunteering and surveys for ranking purposes. 1

2 UTS is one of Australia s largest universities with over 40,000 students and 3,000 full-time equivalent staff. The University is committed to freedom of inquiry, equality of opportunity and the pursuit of excellence in teaching, research and scholarship. UTS offers more than 80 undergraduate courses and 200 postgraduate courses across several faculties RELATIONSHIPS Supervision This position reports to the Deputy Director, Alumni Relations. This position supervises the Database Administration Officer and the Senior Administration Officer. Collaboration and Communication Internal The Advancement Leadership Team, Advancement Managers, Managers for Alumni Relations, Prospect Manager, and with stakeholders across UTS who utilise the CRM (Raiser s Edge) and with key internal service delivery partners, particularly the Information Technology Division, Student Administration Unit, Legal, Planning and Quality Unit, Finance, International, and Governance Support Unit. External Vendors of software and data services, Advancement Services colleagues in the sector and professional membership bodies. MAJOR RESPONSIBILITIES Major Functions Strategy Lead and manage the overall strategy for the Advancement Services function: the CRM and its framework under the direction of the Advancement Leadership Team. Work with UTS stakeholders to ensure alignment of Raiser s Edge for strategic initiatives, such as University rankings and University research relationship management, Student systems and new programs such as the Volunteer Mentor Program Outcome A clearly defined and agreed strategy that is operationalised Keep relevant stakeholders informed and supported to ensure effective integration of services. System Management Manage the use and effectiveness of the Raiser s Edge database, including protocols for data processing, the implementation of quality enhancements and staff training, ensuring data integrity is maintained. Oversee role-based security access for stakeholders in the Raiser s Edge Oversee all Raiser s Edge user training and support Keep up to date with new developments in database management and maintenance Ensure the system is protected and backed-up and that Disaster Recovery Procedures are in place Create, document and promulgate policies and guidelines for management and usage of the Raiser s Edge, compatible with A system that continues to meet client needs and delivers valuable and reliable outputs. High usage of the database across the University by skilled and supported Raiser s Edge users Awareness of policies and guidelines amongst University stakeholders 2

3 other relevant UTS policies and guidelines Ensure that use of the Raiser s Edge conforms to relevant policies and legislation, including the UTS fundraising policy and its subsidiary guidelines, the UTS privacy management plan, and the Vice-Chancellor s Directive on Privacy and Protection of Personal Information Advancement Services Team Management Lead, provide guidance, train and manage the Advancement Services team including casuals and contractors in the day to day operations Manage the processing, receipting and reporting) of all philanthropic gifts to UTS through the Raiser s Edge Manage the update and co-ordination of all data in and out of the system for University clients Manage data cleansing activities on a planned cycle A cohesive effective and efficient team working proactively and in support of the Advancement Unit disciplines A streamlined and timely execution of donation management that meets (and exceeds) donor expectations All data inputs and outputs are guided by business decision rules, are of the highest standard are delivered to agreed timelines. Data Mining, Data Analytics Develop and maintain a procedure and practice for data mining Develop and maintain a procedure and practice for data analytics Provide Advancement leadership and UTS with new information and insights gained from data mining Provide Advancement leadership and stakeholders with intelligence to assist strategy and guide business decisions Reporting Develop, maintain and implement report standards Develop and provide reports generated from the Raiser s Edge that maximise and demonstrate its value in providing Advancement with useful information to enhance strategy in the Unit and inform Faculty and UTS Executive of opportunity and success Develop a reporting schedule Produce reports that are innovative utilising a variety of mediums Train RE users in the production of reports for and at, a local level Standards that provide transparency, confidence and reliable information across time Valuable, timely, reliable information produced to enhance and inform University strategy Self sufficiency at a local level POSITION CHALLENGES This position works closely with colleagues within the Advancement Unit who are located both within the same office as well as within Faculties and Executive Units at UTS. The shared mission is to grow the University s success through building rich and fruitful external relationships. A positive approach to teamwork is an essential attribute for the position, as is a strategic understanding of the role of Advancement Services in supporting the University s Advancement objectives. The usage of Raiser s Edge across stakeholder groups with differing levels of engagement and differing expectations is a key challenge for this position. A clear strategic understanding of the 3

4 Raisers Edge, its objectives, documented business rules (and/or policies and procedures) and the provision of high-quality training to stakeholders will be essential in managing expectations. Workload management with a small team is a potential challenge balancing resources with needs in agreement with stakeholders, will be essential. Improving data quality in collaboration with stakeholders is a further challenge which consistent training and support resources can help overcome. The position will require awareness of and implementing best-practice methodologies in Advancement Services, an evolving area of practice in the Australian University sector. AUTHORITY Considerable autonomy to manage all aspects of the position according to Advancement priorities, with guidance from time to time from the Deputy Director, Alumni Relations. Leadership Capabilities For Role Pipeline Category Leading Strategically Collaborating and Engaging Thinks Strategically Encourages Capabilities Collaboration Maintains Perspective Deals with Ambiguity Leading Teams Builds Teams Manages Vision and Purpose Presence and Awareness Leads with Ethics and Integrity Manages Conflict Leading Performance Focuses on Client Informs Others HEALTH AND SAFETY Include the following statements to address health and safety responsibilities: All staff must: Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others and Follow specific health and safety procedures as directed. Thoroughly understands the UTS Health & Safety Management System, and how to implement the UTS Health and Safety Policy and related risk management programs that apply to the area of responsibility. Understand the major hazards, risks profile, compliance requirements and correct safe work procedures in their area of responsibility, including the reporting of hazards and incidents. Ensure that staff receive the necessary induction, training and instruction about work health and safety. Assist the Dean/Director in developing, implementing and monitoring the local area Health and Safety Plan. Fulfil any assigned responsibilities under the UTS and local area Health and Safety Plan, including communication and consultation with stakeholders regarding work health and safety risks in their area of responsibility. Demonstrate a proactive approach to health and safety by challenging unsafe behaviour/attitude and providing leadership on work health and safety matters. RECORDS MANAGEMENT Create and collect records that document your activities. Ensure records are captured into the official recordkeeping system. Manage records consistent with university procedures. 4

5 UTS KEY SELECTION CRITERIA UTS:HUMAN RESOURCES POSITION: FACULTY/UNIT: Manager, Advancement Services Advancement Skills and Attributes Excellent writing and presentation skills and demonstrated ability to design and compile high quality reports and information for an educated non technical audience Highly developed liaison and negotiation skills, and the capacity to work collaboratively and persuasively within a diverse University community at a senior level Demonstrated commitment to applying relevant and applicable policies, procedures and legislation Well-developed organisational skills, including the ability to manage the workloads of others An excellent attention to detail and demonstrated ability to meet deadlines A high level of integrity and professionalism, as well as a strong team player Excellent computing skills, namely in MS Word, Excel and PowerPoint Ability to analyse statistical data to make recommendations for planning purposes Proven ability to work with limited supervision High level interpersonal skills Proven ability to build relationships and positive rapport with a range of stakeholders Knowledge Extensive knowledge of Raiser s Edge (the CRM) Demonstrated knowledge of relationship management and engagement as well as an understanding of the development and implementation of best practice relationship management systems and technologies. A good understanding of fundraising practices and alumni relations programs Qualifications Completion of a degree in information systems or related area or an equivalent combination of education/training and/or relevant experience Experience Significant experience in database administration, system development, implementation and maintenance which will ideally have been gained in a large and complex not for profit or higher education environment Experience in the development, review and implementation of policies and procedures and the implementation of change where appropriate Substantial experience in the management and mentoring of personnel and team leadership Experience conducting sector wide reviews and presenting the information to management Experience presenting to and networking with sector peers 5