Director of Advancement Operations and Annual Giving

Director Of Advancement Operations And Annual Giving

The Hill Museum and Manuscript Library (HMML) invites applications for the full-time, benefit eligible position of Director of Advancement Operations and Annual Giving. This is a fully remote position with preference given to candidates located in central Minnesota or the Twin Cities area.

Founded in 1965, HMML holds the world's largest archive of manuscript photographs in both microfilm and digital format. HMML identifies manuscript collections around the world that need photographic preservation and online access. Its archives now contain more than 500,000 complete manuscripts, ranging in size from large codices of hundreds of folios to brief documents consisting of just a few leaves.

Located on the campus of Saint John's University in Collegeville, Minnesota, HMML is a 501(c)3 not-for-profit corporation that contracts with the Order of Saint Benedict (OSB) for employees and employee services.

The Director of Advancement Operations and Annual Giving oversees the administration of HMML's advancement database, ensuring the accuracy, integrity, and strategic use of donor information to support fundraising, stewardship, reporting, and organizational decision-making. This role is responsible for maintaining gift records, managing donor data, producing reports and analytics, and ensuring compliance with organizational policies, IRS regulations, and industry best practices.

Reporting to the Chief Advancement Officer, the Director collaborates closely with advancement, communications, finance, programming, and executive leadership to cultivate meaningful relationships with donors, execute multi-channel fundraising initiatives, and provide data-driven insights that support HMML's fundraising goals.

The Director is responsible for developing, implementing, and growing HMML's comprehensive annual giving program to strengthen donor engagement, increase philanthropic support, and enhance donor retention. This position leads the strategy and execution of annual fundraising campaigns, donor stewardship, direct response fundraising, and donor communications while ensuring the integrity and effective use of HMML's constituent relationship management (CRM) system.

Database Administration & Data Integrity

• Manage and maintain HMML's advancement database (Every Action).
• Ensure the CRM, consisting of nearly 10,000 donor, prospect, foundation, corporate, and constituent records, remains accurate, secure, and accessible while maintaining confidentiality.
• Establish and enforce data entry standards, coding structures, and quality control procedures.
• Conduct regular audits to ensure data accuracy, completeness, and consistency.
• Oversee database integrations with online giving platforms, Zoom, event registration systems, and other connected software.
• Investigate and resolve CRM functionality issues while serving as the primary administrator for database operations.
• Develop and maintain documentation, policies, and procedures related to CRM management and data governance.

Reporting & Fundraising Analytics

• Produce daily, weekly, monthly, quarterly, and annual fundraising reports for the Advancement department and executive leadership.
• Analyze donor trends, campaign performance, retention rates, and fundraising outcomes to inform strategic decision-making.
• Create targeted donor lists and queries for fundraising campaigns, stewardship initiatives, communications, and events.
• Monitor key fundraising metrics and recommend strategies to improve donor engagement and fundraising effectiveness.
• Provide actionable data insights that support annual giving and major gift strategies.

Gift Processing & Financial Compliance

• Ensure all charitable gifts are processed accurately and acknowledged promptly.
• Maintain receipting procedures that comply with IRS regulations and organizational policies.
• Partner with the Business Manager to reconcile fundraising records with the general ledger.
• Coordinate with the OSB Business Office to ensure timely processing and deposit of charitable contributions.
• Maintain accurate donor recognition records and stewardship reports.
• Support grant tracking, campaign reporting,…