AVP of Advancement Operations & Planning

Job Description

Job Description

GBFB is being represented by Byala Search LLC in the search for this role. To learn more about the position or to apply please go to www.byalasearch.com

Job Title: Assistant Vice President of Advancement Operations and Planning
FLSA Classification: Exempt
Reports to: Chief Advancement Officer

Travel Required: Yes

Position Summary

The Assistant Vice President of Advancement Operations and Planning (AVP AOP) at The Greater Boston Food Bank (GBFB) provides proactive leadership and planning across the key functions that support fundraising and engagement at GBFB, including donor relations and stewardship, advancement data systems and reporting, prospect management and research, gift processing, and multi-year planning and performance metrics.

The AVP plays a critical role in advancing GBFB’s mission to End Hunger Here by evolving the planning, processes, and capabilities of advancement operations to enable expanded digital fundraising, strengthened donor engagement and stewardship, and increased philanthropic support.

The AVP AOP reports to the Chief Advancement Officer and is a member of the Advancement Senior Management Group along with the Senior Vice President of Philanthropic Partnerships, the Vice President of External Affairs, and the Assistant Vice President of Annual and Digital Giving.

Across GBFB, the AVP AOP serves as Advancement’s liaison to Finance, Human Resources, Enterprise Technology Strategy and Services, and Business and Data Analytics; fostering collaboration across these areas and ensuring that shared business objectives and processes are mutually supported and delivered across GBFB.

Primary Roles & Responsibilities

Team Leadership and Collaboration

• Lead a team of eight including five in Operations and three in Donor Relations (7.5 FTE total)
• Manage direct reports in Advancement Operations and Systems and Donor Relations; provide leadership, mentorship, and professional guidance.
• Work collaboratively with the Chief Advancement Officer, Vice President of External Affairs, Senior Vice President of Philanthropic Partnerships, and Assistant Vice President of Annual and Digital Giving to ensure Advancement Operations provides necessary support for each core function.

Advancement Data and Systems

• Working closely with the Director of Advancement Operations and Systems and the Director of Donor Relations, oversee the planning and execution of GBFB’s investment in ongoing improvements to advancement data and systems.
• Manage vendor partnerships that fill timely and mission-critical data and data quality gaps.

Data Analysis and Reporting

• Develop and implement a best-in class reporting framework to support Advancement planning and decision-making, and to provide executive and governance leaders with timely reports on Advancement performance metrics.
• Serve as the point person for leadership-level reporting and analysis needs, managing both recurring and one-time reports that inform progress and decision-making.
• Oversee both proactive and reactive report creation and update processes, working with Advancement Operations and Systems, Enterprise Technology Strategy and Services, and Business and Data Analytics. Assess the long-term alignment of Salesforce views, reporting filters, exports, and Power BI dashboards with divisional and organizational needs.

Donor Relations and Stewardship

• Guide the establishment of a comprehensive donor recognition and stewardship program, working with the Director of Donor Relations, Manager of Donor Relations, and Development Associate for Donor Relations and Special Events (shared reporting line with Special Events).
• Oversee the evolution of GBFB’s systems and processes to execute scalable donor relations at all levels of giving for nearly 40,000 annual donors, including gift receipting, acknowledgment, and both mass and customized stewardship.

Gift Processing

• Facilitate the intersection of Advancement and Finance processes, systems, and standards to guide gift processing practices.
• Work closely with Advancement Operations leadership and team members to evolve gift processing capabilities to support growth and performance standards.
• Oversee related external partnerships and vendors including lockbox and Salesforce enhancements.
• In partnership with the Assistant Vice President of Annual and Digital Giving, oversee the execution of gift and data processing related to direct response; and in partnership with the Senior Vice President of Philanthropic Partnerships, gift processing related to event sponsorships and in-kind donations.
• In partnership with the Controller, develop systems and processes to ensure Advancement CRM (Salesforce) and Finance business management tools (NetSuite) share donor and financial information and meet common and functionally specific standards.
• In partnership with the Vice President of External Affairs, develop and manage tools for giving on GBFB Website and public relations.

Prospect Management and Research

• In partnership with the Senior Vice President of Philanthropic Partnerships, guide and support the implementation of the Moves Management process including through data quality, management reports, and research on leading donors.
• Implement value-added research support tools and vendors including LiveAlumni, iWave and other prospect research and management services.

Planning and Budgeting

• Lead and manage Advancement budget planning and reforecasting including planning department budgets and performance forecasting and reforecasting.
• Support the Advancement-wide annual goal setting process, including identifying performance metrics across key fundraising programs and supporting the reporting to track performance over time.
• Support planning for fundraising initiatives and campaigns, bringing best practices in prospect analysis and modeling.
• Serve as the point of contact for the Advancement business strategic plans including biannual monitoring and reporting out of plans, analysis of progress against plans, and regular reporting to the Advancement Committee of the Board of Directors.
• Directly manage the distribution of quarterly Advancement performance reports to the Board of Directors, Board of Advisors, and Advancement Committee.
• Serve as the primary lead on Advancement policies including Relationship Management, Gift Acceptance, and Naming.

Required Experience and Qualifications

• 15 years of experience in advancement strategy, planning and operations, with a preference for experience in organizations with complex revenue streams and significant philanthropic support. 5+ years of leadership experience in this context.
• Experience with, and working knowledge of, all advancement functions, including fundraising, external affairs, communications, grant administration, and broader philanthropic trends.
• Demonstrated experience supervising, managing, and motivating team members; experience hiring and developing advancement operations staff; experience managing proactively to ensure smooth team operations and effective collaboration across the organization.
• Proven ability to work in a in complex organizational setting and team-oriented environment as a strong team leader demonstrating skills including coaching, mentoring, team building, collaboration, and conflict management.
• Experience building and fostering collaborative relationships across the organization and between key business functions.
• Experience leading and managing advancement operations and reporting in a Salesforce environment is preferred.
• Experience in data driven decision-making, project management, and resource planning and budgeting.
• Experience with resource planning and resource management, with input from a variety of angles, including donor, department and organization.
• Deep appreciation for the social context of GBFB’s mission and commitment to ending hunger in Eastern Massachusetts.

Educational Experience and Professional Capabilities and Skills

• Bachelor’s Degree required. Graduate degree preferred.
• Excellent communication, interpersonal, and relationship-building skills; excellence in written and verbal communications.
• Excellent organizational skills, strong prioritization skills and attention to detail.
• Sensitivity, tact, diplomacy, and experience in handling confidential information.
• Strong proficiency in digital media, social media and Microsoft Office suite.
• Ability and willingness to travel.

Physical Demands

• Ability to work in an office environment.
• Ability to sit for up to 3 hours at a time.
• Ability to lift up to 25 pounds with or without assistance.
• Ability the use of hands for simple grasping and fine manipulations.
• Ability to travel based on business needs.

Work Environment

• Hybrid: This role follows a hybrid schedule working in accordance with GBFB’s hybrid work policy on the team’s designated days. This schedule is subject to change based on the organization’s mission to end hunger.

Affirmative Action/EEO statement

GBFB provides equal employment opportunities to all Team Members and applicants for employment without regard to race, creed, color, religion, national origin, citizenship status, gender, sexual orientation, marital status, age, disability, handicap, genetic information, protected veteran status or any other characteristic protected by applicable federal, state, and local laws. This applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training.

No Team Member or applicant will be subjected to harassment, intimidation, threats, coercion or discrimination because they have engaged in or may engage in any of the following: (1) filing a complaint of employment discrimination; (2) assisting or participating in an investigation, compliance review, hearing, or any other activity related to the administration of any federal, state or local law requiring equal opportunity; (3) opposing any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercising any other right protected by any federal, state or local law requiring equal opportunity.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

GBFB is considered an essential response organization in times of disaster. As such, Team Members are expected to report to GBFB locations as required, after securing the safety of their families, and may be asked to perform duties that are critical (but outside of their regularly assigned duties) in times of disaster.