The Office of Advancement Services provides administrative support for University Advancement in the following areas:
- Database and List Management
- Web Site
- Event Operations
The office is committed to providing proactive customer service, processing requests in a timely manner and being responsive to individual and departmental needs. Advancement Services plays a crucial role in supporting the mission and goals of the Division and ensuring positive constituent relations.
To provide timely and comprehensive information about prospects and other constituents, the research area of Advancement Services uses a variety of tools. The staff regularly reads: The Palm Beach Post, Sun-Sentinel, South Florida Business Journal, Florida Trend, Business Week, Forbes, and the Chronicle of Philanthropy. The staff also uses research resources including LexisNexis, AlumniFinder, Marquis Who's Who, WealthEngine and the Foundation Center, and has online access to many other sources.
Research efforts with associated reports or profiles are completed on request.
DATABASE AND LIST MANAGEMENT
Advancement Services oversees and maintains the extensive database of alumni, donors, friends and prospects for University Advancement. This involves routine updates to addresses, phone numbers and e-mail addresses, as well as adding data based on research or regularly scheduled address screening and post-commencement additions of new graduates. More than 30,000 address changes and corrections are made annually to the database.
Scanning of important documents to provide accessible documentation is also done by Advancement Services staff to enhance records on the database. Nearly 4,000 documents, including gift agreements, contracts, endowment reports, gift recognition, gift-in-kind appraisals and other Foundation documents, have been added to the database since January 2005 when the scanning project began.
In addition, Advancement Services produces lists of constituents according to user specifications. These lists provide information for directories and mailings for one time use. Because of the frequency of changes in the database, users are asked not to reuse old lists to avoid errors in contacting constituents.
The FAU Foundation and FAU Alumni Web sites are integrated with the alumni/donor database and were initially created by the Advancement Services staff in partnership with database software provider Blackbaud. Regular maintenance of the Web sites is performed or supervised by staff in the department in collaboration with University Advancement and FAU Foundation staff. This includes the technical oversight of e-mail messages that are sent to specific constituent groups for Advancement, the Foundation or the University.
Advancement Services coordinates technical operations for divisional and development-related University and Foundation events in order to utilize online registration functions of the Web site. This involves setting up event registrations, creating online forms, processing registrations and producing reports.