Cedarville University invites applicants for the position of Advancement Operations Manager. This is a full-time, exempt, on-site staff position in the Advancement Administration Department within the Advancement Division. This position reports to the Director of Advancement Operations and Strategic Initiatives and works 2,080 annual hours.
The Advancement Operations Manager ensures the efficiency and integrity of all fundraising operations across the Advancement Division. This role strengthens Cedarville University’s donor stewardship and resource development efforts by building and maintaining core operational processes related to fundraising, donor-funded scholarships, and post-award grant administration. The Advancement Operations Manager ensures the accuracy, compliance, and reliability of Advancement systems and records in collaboration with internal and external constituents.
Donor-Funded Scholarship Management (40%)
- Oversee the effective management of all donor-funded scholarships at Cedarville University.
- Draft scholarship agreements and coordinate approval and signatures by the University and donors.
- Create, update, and discontinue scholarship records and accounts as necessary in all relevant university systems.
- Maintain accurate records of all donor-funded scholarship agreements and addendums.
- Coordinate directly with Financial Aid to ensure scholarships are awarded in alignment with donor intent and available funding levels.
- Regularly audit donor-funded scholarship awards to ensure funding levels and donor intent are maintained.
Post-Award Grant Management (30%)
- Coordinate review, approval, and signature of all grant agreements and amendments.
- Create, update, and close grant records and accounts as necessary in all relevant university systems.
- Oversee the effective administration of all State of Ohio and Federal scholarship grants.
- Fulfill required stipends, requisitions, and invoices for active grants in compliance with university financial policy.
- Maintain accurate records of all grant documentation in compliance with university data retention policy.
Development Operations (30%)
- Lead and evaluate pledge fulfillment processes, assessing timelines and recommending adjustments to support stewardship outcomes.
- Manage all on-campus donor recognition, including communication with donors, recording named spaces, and production of recognition assets.
- Manage the project fundraising request process for campus partners.
- Organize donor gifts, including endowment certificates and society medallions.
- Oversee Development birthday emails and Christmas cards.
- Assist with on-campus development and engagement events.
- Identify operational inefficiencies and independently develop and implement process improvements impacting fundraising operations, donor stewardship, and compliance outcomes.
Qualifications
- Bachelor’s degree in business management, accounting, finance, data systems, or a related field.
- Demonstrated attention to detail with a strong commitment to accuracy, data integrity, and process compliance.
- Proficiency in CRM platforms, preferably Slate, and Microsoft Excel.
- Strong organizational, analytical, and problem-solving skills with the ability to manage multiple projects and deadlines effectively.
- Excellent written and verbal communication skills.
- Self-starter with a collaborative mindset and the ability to work independently while supporting cross-departmental operations.
- Strong alignment with the cultural commitments of the Advancement Division.
- Commitment to confidentiality and responsible stewardship of sensitive information.
Required Mental/Physical Abilities
- Ability to work at a computer for extended periods.
- Proficiency in touch typing and performing basic mathematical calculations.
- Ability to lift up to 25 pounds occasionally and perform repetitive hand motions.
- Capacity to work independently, prioritize tasks, and communicate processes effectively to others.
