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Title: Chief Operations Officer

Division Name: University Advancement

Department: Advancement & Foundation Operations

Campus Location: Normal, IL

Job Summary

Reporting to the Vice President for University Advancement at Illinois State University, the chief operating officer (COO) is tasked with overseeing the day-to-day administrative and operational functions within University Advancement (UA). The COO provides leadership to and directs the Finance and Administration of UA and the Illinois State University Foundation (ISU Foundation), Donor Relations, Information Systems, Research, and Gift and Records Processing functions for University Advancement Operations at Illinois State. The COO provides oversight of accounting and financial reporting functions of the ISU Foundation, guides various Foundation board committees, and leads the Donor and Information Services unit. The COO assists in strategic and tactical matters as they relate to budget management, cost benefit analysis, forecasting needs, and Advancement Operations issues. In addition, the position provides oversight of properties owned and managed by the ISU Foundation.

The COO is responsible for determining and managing alumni/donor data, data analytics reporting, and technology adaptation and strategy, as well as leading and directing support services and resources. The COO will provide institution-wide collaboration for building an advancement data-informed approach to reporting, analytics and forecasting, working with the academic colleges/units to ensure a strategic, integrated program of donor relations, research, and donor/constituent management in support of engagement and fundraising. The COO also oversees gift processing, documentation, management, and reporting to ensure fulfillment of donor intent. The COO will lead Advancement Operations with 6 direct reports and a staff of 17.

Essential Duties, Tasks, and Responsibilities

• Finance and Budget Administration: The COO will perform professional budget management, planning, and forecasting activities for University Advancement and the ISU Foundation. The position is responsible for working with the unit leaders within UA on the development of the annual unit operating budget, budget forecasting, and helping initiate program cost analyses. The position will oversee and be responsible for working with budget transfers, reviewing/auditing unit financial transactions and expenditures, establishing/maintaining records, and accounts within various accounting systems. In addition, the position serves as a key liaison to the investment management firm that is the “outsourced chief investment officer” (OCIO) and manages the endowment to benefit Illinois State University. This position is responsible for administering donor gift agreements, allocating funds to the University, insuring compliance of funds with donor intent, and overseeing annual endowment reports, which all demonstrate the impact of donor support and fund management. The position provides specialized assistance and coordination to campus partners on general gift accounting and endowment matters.
• Advancement Database and Information Systems Technology: The COO will assess the business information, technology, and systems needs for University Advancement. The position will monitor and improve the integrity of the information contained in all databases maintaining advancement customer relationship management system (CRM), ensure compliance with university policies and consistency with industry best practices, coordinate with functional and departmental systems specialists responsible for advancement data entry, reporting, data security, and business support to units across the institution. The position provides leadership to and management of prospect research to establish and obtain business and technical resources necessary for high-volume production operations and project support. The COO manages reporting delivery and tools that provide content conducive to data-driven decision making, proactively seeks technology improvements to optimize communication, fundraising, engagement, and reporting, and guides project identification and prioritization, cost effectiveness, and training delivery. 
• Advancement Information Services: The COO leads the review and implementation of advancement systems, advancement information reporting and analytics, policies and procedures to support engagement, and sustained philanthropy. The position evaluates infrastructure needs based on industry best practice models to support effective return on investment. The position oversees reporting and benchmarking projects that compare ISU fundraising-related information with that of peer institutions and provides accurate and timely reporting of fundraising results in a format that enhances proactive fundraising strategies. The position also interacts with appropriate university administration to further University Advancement goals and resources.
• Donor Relations and Stewardship: The COO oversees the implementation of a comprehensive donor relations program to effectively steward gifts to all colleges and programs at Illinois State. This position plays a critical role in building the culture of philanthropy at ISU by maintaining and enhancing the University's relationships with alumni and friends.
• Development Research and Relationship/Prospect Management: The COO applies leading-edge research processes, analytics, and technology to ensure an accurate prospect database that identifies and prioritizes the best prospects. The position oversees the prospect management team that supports portfolio evaluation, assignment, and relationship management and assures a continual wealth-screening cycle for the prospect database. The position develops and supports, in collaboration with Development, portfolio success measurement tools for use in forecasting and evaluating performance.
• Policy, Procedures and Compliance: The COO guides policy, in collaboration with Donor Relations and the Office of the Comptroller, with administrative recommendations for gift acceptance, entry, and receipting, and assures accurate pledge entry, billing, posting of payments, collections processes, pledge adjustments, and write-offs, as well as establishes procedures to assure that laws, regulations, professional standards, and procedures are followed. The position directs the timely collection and entry of biographical and contact information in the advancement database. The COO maintains strong working relationships with all entry points, users and consumers of constituent information, and fund fiscal agents, including but not limited to, University Comptroller, Internal Audit, General Counsel, Athletics, Enrollment Management, and Financial Aid.

Salary Rate / Pay Rate

$160,000 - $190,000

Additional Information

University Benefit Highlights: 
 
- Insurance benefits, including health, dental, vision, and life 
- Retirement and supplemental retirement planning options 
- Tuition waiver benefits available to staff as well as their eligible dependents 
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks 
- Paid benefit time 
 
Additional University Benefit information, including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program, can be reviewed here: https://hr.illinoisstate.edu/benefits/

Required Qualifications

1. Bachelor's Degree.
2. Minimum of six (6) years of experience in finance/accounting, information technology, business information systems, development/fundraising, or equivalent combination.
3. Minimum of four (4) years of supervisory experience (performance appraisal, goal/expectation setting, hiring, discipline, approving benefit time, etc.).
4. Demonstrated ability to effectively manage diverse functional areas.
5. Strong strategy-development and goal setting skills.
6. Excellent communication skills, both verbal and written.
7. Ability to act as a liaison between technical operations and end users/customers, translating technical language and customer requirements as needed.
8. Collaborative, professional, service-oriented interpersonal style in working with colleagues and staff.
9. Demonstrated understanding of complex institutions and/or philanthropy.

Preferred Qualifications

1. Degree in accounting, finance, business administration, or economics.
2. CPA
3. MBA

Work Hours

A fast-paced, productive office environment where work demands may extend beyond traditional hours of operation of 8am-4:30pm, M-F.

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:
1. Remain at a workstation for extended periods
2. Move about in various locations on and off campus as needed to complete day-to-day work
3. Effectively communicate on a daily basis

Proposed Starting Date

7/1/2025

Required Applicant Documents

Resume / C.V.
Cover Letter
Reference List - (specifically, the names, addresses, telephone numbers and e-mail addresses of at least three professional references)

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on "Apply"

Contact Information for Applicants

Cindy Lotz, Director for Executive Search Services

cllotz@ilstu.edu

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at (309) 438-3383. The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system, please call Human Resources at (309) 438-8311.