Associate Director, Operations

3 weeks ago

Chicago, United States Northwestern University Full time

As a key member of the Operations and Finance team, the Associate Director is responsible for daily management of administrative operations and services for the Feinberg School of Medicine’s Development and Alumni Relations (DAR) department, as well as supervising the staff members associated with these functions. The Associate Director ensures the department’s fundraising data needs are met with accurate, timely reports and analyses; executes, delegates, or requests data queries and reports; and serves as project manager for department projects and special initiatives as needed. This role involves a high level of engagement with the university’s CRM system and the project to implement a new CRM platform.

General responsibilities include:
Coordinating the delivery of operational services to client teams to assist them in maximizing resources that will increase engagement and donor participation. Assessing individual team priorities and needs, and creating, implementing, and recommending resources and solutions to meet those needs. Ensuring the effective, compliant, and efficient daily management of operational functions in support of Northwestern's development and engagement goals, in coordination with central offices. Representing the department on internal and external operational affairs by recommending alternatives and suggestions. Ensuring that all operational functions are completed in compliance with university policy, state and federal laws and regulations.

**Specific Responsibilities**:
Administration and Reporting
- Coordinates day-to-day operations, ensuring that business processes and policies are appropriately maintained, efficient and effective.
- Acts as liaison to Feinberg IT, NUIT, and ARD Technology and Infrastructure to ensure technology systems are properly installed and maintained, and meet the informational, analytical, and computing needs of users.
- Analyzes IT functionality and recommends changes and enhancements in processes and systems resources to better meet client needs.
- Implements ongoing operational services data integrity initiatives including participating in review, testing and quality assurance of processes, software, hardware, etc.
- Compiles and analyzes data; prepares reports; shares results and recommendations with clients.
- Creates and maintains documentation, procedures, standards, and policies related to operational services.
- Conducts regular reviews of policies and documentation to ensure information is current.
- Researches best practices, peer institutions, market/economic conditions and government rules and regulations and recommends changes and enhancements to improve administrative effectiveness, services, or resources.

Evaluation
- Responsible for fundraising and financial reporting for Feinberg Development and Alumni Relations.
- Manages development and maintenance of evaluation processes, including associated quantitative and qualitative metrics and key performance indicators.
- Reviews and analyzes outcome measurements and recommends changes, enhancements, and improvements.
- Collaborates with internal and external partners to implement changes designed to improve operational services and progress toward goals/objectives.
- Works closely with NUCATS and others to confirm that Electronic Data Warehouse (EDW) data and reports are accurate and implemented appropriately, in compliance with applicable HIPAA regulations, university policies, and business agreements.

Supervisory
- Supervises five staff members and provides work direction to others, including temporary staff.
- Provides training to staff within or outside of Feinberg Development and Alumni Relations in regard to function.

Prospects and Gifts
- Manages Feinberg Development and Alumni Relations’ administrative operations and services, providing customer service-oriented guidance and counsel to client teams that is tailored to particular needs, circumstances, priorities, etc. Programs and services include:

- Gift administration: ensures accurate and efficient receipt, accounting, and deposit of gifts
- Reporting, technology
- Prospect development, patient data management
- Finance and budget, purchasing
- Facilities/general administration
- Acts as liaison to external departments and attends meetings to determine needs, consult on strategy, manage projects, and provide updates.
- Works with client teams to conduct research and analyses, as well as gather and synthesize information to improve the effectiveness of donor identification, cultivation, and solicitation.

Strategic Planning
- Gathers data and develops strategies designed to maximize operational services in meeting client team goals and objectives.
- Reviews plans, meets with leadership and key faculty and staff, and recommends changes and improvements to operational services to better meet organizational needs and objectives.

Collaboration
- Collaborates with partners within the department and medical school, and across

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