Advancement Services Manager

JOB SUMMARY

The Advancement Services Manager plays a critical role in ensuring the efficiency, accuracy, and strategic impact of all fundraising operations at the Dallas Zoo. This position leads data management and reporting efforts in support of donor engagement, stewardship, and fundraising campaigns. The Advancement Services Manager ensures data integrity and supports overall Advancement goals.

This role serves as a central hub for gift processing, donor recognition tracking, audience segmentation, fulfillment of donor materials, and portfolio management — working closely with team members across Advancement, Finance, Marketing, and Guest Services. The ideal candidate is highly detail-oriented, analytical, proactive, and collaborative, with a passion for improving systems and processes. This position supervises the Lead Advancement Services Specialist and the Advancement Services Specialist.

SPECIFIC DUTIES AND RESPONSIBILITIES

Fundraising Operations & Database Management

• Serve as the primary Advancement division administrator for Tessitura, overseeing system configuration, data integrity, and user training.

• Lead Tessitura training and documentation efforts for Advancement team members to ensure consistent and effective use of the system.

• Design and produce dashboards, reports, and segmented lists to support fundraising campaigns, donor stewardship, and event execution.

• Collaborate with Finance to ensure accurate and timely gift entry, acknowledgment, and reconciliation.

• Maintain clear, auditable documentation for gift agreements and donor correspondence. Ensure compliance with IRS regulations, donor intent, and audit requirements.

• Manage matching gift program, including Double the Donation platform, tracking employer matches, following up with donors and companies, and ensuring timely submission and fulfillment.

Donor Materials & Acknowledgement Fulfillment

• Manage the production and timely delivery of donor materials, including welcome packets, renewal notices, stewardship collateral, and gift acknowledgments.

• Maintain an inventory of physical materials and ensure accurate customization and personalization using Tessitura data.

• Manage donor recognition processes, including digital, onsite, and printed acknowledgments.

• Continuously evaluate fulfillment processes for efficiency, accuracy, and donor experience quality.

Portfolio & Prospect Management

• Design, implement, and manage systems and processes for prospect identification, portfolio tracking, and moves management in Tessitura, ensuring consistent use by frontline fundraisers.

• Lead recurring prospect strategy meetings to assign prospects, monitor activity, and advance cultivation pipelines.

• Support the Advancement division with campaign tracking, forecasting, and portfolio performance analytics.

• Develop and document Advancement policies and procedures related to donor records and prospect management.

Cross-Team Collaboration

• Collaborate with the Guest Services team to ensure alignment between Tessitura and Zoo-wide systems and processes.

• Collaborate with the Marketing team to ensure data integrity for Prospect2 (email platform) and provide accurate lists for email sends.

• Participate in the Tessitura planning committee and act as a departmental expert in its application.

Institutional & Professional Development

• Stay informed on industry best practices, fundraising operations trends, and Tessitura enhancements through webinars, training, and peer collaboration.

• Model the Dallas Zoo’s values and commitment to equity, accessibility, and conservation.

• Perform additional duties as assigned in support of Advancement and institutional goals.

QUALIFICATIONS

• Bachelor’s degree in a relevant field or equivalent combination of education and experience.

• 3–5 years of experience in nonprofit development, fundraising operations, or data services.

• Strong experience with Tessitura or a similar nonprofit CRM, including advanced knowledge of gift processing, receipting, reporting, and other advancement functions, is required.

• Experience supervising or mentoring staff preferred.

• Familiarity with fundraising metrics, donor lifecycle management, and gift processing workflows.

• Strong attention to detail, analytical thinking, and organizational skills.

• Strong planning skills, including the ability to anticipate tasks, meet deadlines, and function smoothly under shifting priorities.

• Must have a valid driver’s license and reliable transportation.

• Must be able to work nights, weekends, holidays as needed.