Gifts & Records Associate, Advancement Information Strategies, Gifts and Records

Boston University Advancement

 

Boston University Advancement is at a pivotal moment, guided by new leadership and a clear strategic framework for growth and impact. Our work is organized around three core priorities: securing $500 million in philanthropy annually; deepening relationships with a strategically defined segment of alumni and donors; and strengthening the organizational foundation while launching focused priority areas across the University.

 

Advancement is evolving into a highly collaborative, matrixed model that integrates new University leadership, regional engagement, and the distinctive strengths of BU’s schools and colleges. With more than 250 advancement professionals, the organization is building the capacity, partnerships, and culture required to deliver sustained philanthropic momentum and institutional impact.

 

Gifts & Records Associate

 

The Gifts & Records Associate serves as a key operations and process improvement partner within Advancement Information Strategies, supporting the effective administration of gifts, constituent records, and data services that advance the University's fundraising and engagement goals. Reporting to the Director of Gifts & Records, this position collaborates with colleagues across Advancement Information Strategies, Office of Advancement, and University partners to enhance operational effectiveness, strengthen data quality, and support efficient, compliant business practices. 

 

The Associate applies analytical thinking and a strong understanding of advancement operations to identify process improvements, support system enhancements, monitor operational performance, and contribute to data governance initiatives. Working across functional areas, the position helps implement new workflows, develop documentation and training resources, and support projects that improve service delivery, data integrity, and organizational effectiveness. 

 

In addition to supporting daily operations, the Gifts & Records Associate serves as a resource to colleagues by coordinating cross-functional initiatives, sharing operational expertise, and helping ensure consistent application of policies, procedures, and data standards. Through continuous improvement, collaboration, and operational excellence, this position contributes to a responsive, customer-focused Gifts & Records function that strengthens the University's fundraising infrastructure. 

 

A successful candidate will be comfortable working independently and collaboratively, supporting projects and systems, maintaining data quality, and building effective partnerships across teams.

 

A bachelor's degree or equivalent combination of education and relevant experience is required, along with the ability and willingness to travel.

 

Position Responsibilities

 

Operations and Process Improvement (35%)

 

• Monitor departmental workflows and operational metrics to identify trends, improve efficiency, and support timely, accurate service delivery. 
• Analyze business processes and recommend workflow improvements that strengthen gift administration, records management, and data quality. 
• Develop and maintain operational reports, dashboards, and tracking tools to support workload management and informed decision-making.
• Support data governance and quality assurance initiatives by identifying data issues, recommending corrective actions, and promoting consistent data standards.
• Create, maintain, and enhance departmental procedures, documentation, and operational resources that support consistency and knowledge sharing. 

 

Strategic Projects and Systems Support (30%)

 

• Coordinate and support departmental and divisional projects related to system enhancements, business process improvements, and data integration initiatives.
• Partner with Advancement and University stakeholders to evaluate operational needs and implement sustainable solutions. 
• Analyze business requirements and assist with testing, validation, documentation, and implementation of new technologies and workflows.
• Support reconciliation activities, exception management, and operational reporting to ensure compliance with institutional and regulatory requirements. 
• Monitor project progress, identify risks or dependencies, and communicate updates to stakeholders. 

 

Collaboration and Business Operations (20%)

 

• Serve as a subject matter resource for Gifts & Records policies, procedures, and operational practices. 
• Coordinate cross-functional activities that support departmental priorities and successful project execution.
• Assist leadership in evaluating operational performance, identifying opportunities for increased efficiency, and implementing process improvements.
• Support vendor relationships, operational resources, and departmental business activities as assigned.
• Promote collaboration and knowledge sharing across Advancement Information Strategies and partner departments. 

 

Advancement Partnerships (15%)

 

• Build collaborative relationships across Advancement Information Strategies, Advancement, Finance, and University partners to support shared operational goals. 
• Contribute to cross-functional initiatives that improve customer service, operational effectiveness, and data quality. 
• Support onboarding, peer training, and knowledge transfer by developing resources and sharing best practices.
• Foster a culture of continuous improvement, collaboration, accountability, and exceptional service. 

 

 

 

Required Skills

Required Qualifications

 

• Associate’s degree or equivalent combination of education and relevant experience.
• 3–5 years of relevant experience in advancement operations, business operations, data management, records administration, project coordination, or a related field.
• Experience analyzing business processes, identifying opportunities for improvement, and supporting the implementation of new or enhanced workflows.
• Experience working with data, reports, tracking tools, or systems to monitor operational activity and support decision-making.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities, deadlines, and stakeholders. 
• Excellent written and verbal communication skills, with the ability to communicate effectively with colleagues and partners at varying levels of an organization.
• Strong attention to detail and commitment to data accuracy, quality assurance, and consistent application of policies and procedures.
• Demonstrated ability to work collaboratively across teams and build effective working relationships with internal and external stakeholders.
• Proficiency with Microsoft Office or comparable productivity and data management tools.
• Ability to exercise sound judgment, troubleshoot issues, and work independently while knowing when to escalate questions or concerns.

 

Preferred Qualifications

 

• Bachelor’s degree in business, information systems, higher education, nonprofit management, data analytics, or a related field.
• Experience in higher education advancement, fundraising operations, gift administration, or constituent records.
• Experience with CRM/advancement systems, data governance, and data quality processes.
• Experience supporting system implementations, process improvements, or cross-functional projects.
• Experience developing reports, dashboards, procedures, training materials, or other operational resources.

 

But that’s not all we’re looking for; we want someone who embodies our values:

 

• Teamwork, transparency, and mutual respect, because we value every member’s contributions and know that leadership can come from anywhere.
• Diversity, equity, inclusion, and a commitment to ensuring that each of us knows we belong here.
• Integrity in how we work and how we treat one another.
• Strategic thinking and curiosity in the relentless pursuit of fresh approaches and measurable results.
• Continuous growth and improvement, both as individuals and as a team.
• Joy and shared appreciation for working hard toward goals that matter.

 

To apply and learn more about Advancement at Boston University and other job opportunities, please stop by the Advancement Talent website: https://www.bu.edu/advancement-talent/.

We recognize that no candidate brings every experience or qualification to a role. If you're excited about this opportunity and believe your skills and experiences could contribute to our team, we encourage you to apply, even if your background doesn't align perfectly with every qualification listed. We value diverse perspectives, experiences, and ways of thinking, and we're committed to building a team where everyone can thrive.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural, protective, or culturally significant hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or marital, parental, or veteran status. We are a VEVRAA Federal Contractor.

If you require reasonable accommodation in order to complete the employment application process, please contact the Equal Opportunity Office at 617-358-1796.

 

 

Required Experience