Associate Director for Donor Relations and Stewardship

Aug 28, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution

Associate Director for Donor Relations and Stewardship

Instructions for Applicants:
Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
Under the general direction of the director, the Associate Director for Donor Relations and Stewardship assists with the department's ongoing efforts to build and nurture long-term relationships with Willamette University donors to encourage lifetime support of the institution through timely and appropriate acknowledgements, reporting, recognition, and special events/activities.

The Associate Director supports a donor-centered environment that inspires donors to support the University to their fullest potential. This includes working closely with internal stakeholders, and alumni, parents, and friends of the University to administer the privately funded scholarship program; stewarding endowed fund donors (individuals, corporations, and foundations); and acknowledging donors.


Fund Reporting and Stewardship (40%)

  • Administer the privately funded scholarship program, which includes endowed and current-year scholarships. Coordinate with Financial Aid Office to ensure proper awarding and reconciliation of funds, oversee composition of student bios, help strategize messaging to donors, prepare multi-piece donor reports, plan and execute donor luncheon.
  • Manage the endowment fund stewardship program to ensure the University is in compliance with donor intent. Conduct the research on individual funds. Generate and send annual multi-piece reports for each endowed fund with the assistance and collaboration of the Finance Office and requisite academic departments and budget managers. Maintain collaborative relationship with fund managers across campus, gather information, manage data, prepare multi-piece donor reports, and maintain internal files. Collaborate with the Finance Office to aid campus departments in administering funds according to donor intent.
  • Through close working relationships with various offices across campus, oversee the development, design, execution, and distribution of annual “impact reports” to donors of the University. Monitor expenses and program results to manage the ideal return on investment.

    Acknowledgement Programs (35%)

  • Maintain and update acknowledgment and receipting procedures for the Office of Advancement. Oversee presidential acknowledgements, draft and prepare presidential acknowledgement copy as required, and track all letters from the President's Office to ensure they are sent on a timely basis.
  • Oversee, plan, and supervise the updating and management of all variations of letters for the University's gift acknowledgement and receipt process to ensure the final letter is personal, impactful, and inspiring for donors.
  • Oversee and ensure that online gift acknowledgements are similarly personal, timely and appropriate. Review annually; update the process as needed.
  • Produce occasional special acknowledgements as requested by the president, vice president, and major gift staff.

    Annual Fund Donor Stewardship (15%)

  • Collaborate with Annual Fund colleagues to execute stewardship plan for annual fund donors, specifically for members of the Leadership Circle including: acknowledgements, communications, recognition and coding in Raiser's Edge.
  • Work with Director to develop and execute stewardship plan for recurring gift donors.

    Event Planning (5%)

  • Manage planning and execution of annual scholarship recognition event.
  • Manage logistics and execution of other regional donor stewardship and engagement events in coordination with the strategic objectives and plan for donor engagement events.

    Special projects (5%)

  • Recognition: Coordinate select donor recognition initiatives (e.g., bench campaign, donor wall, scholarship luncheons). Coordinate with Facilities to obtain plaque language, order and install according to campus protocol and donor preference; follow up with donor when recognition is installed. Maintain campus-wide archive of recognition.

    Minimum Qualifications:

  • Bachelor's degree or equivalent education/work experience.
  • Three years in development.
  • Excellent interpersonal skills, outstanding oral and written communications skills.
  • Must be a highly motivated individual, able to contribute positively to a fast-paced, priority-shifting, and cooperative work environment with excellent customer service demeanor.
  • Outstanding work organization and time management skills.
  • Demonstrated ability to relate well to a diversity of individuals within the community including distinguished, noteworthy, and/or wealthy individuals as well as all levels represented in the campus community.
  • Computer competency in MS Office, including Word, Excel, and PowerPoint, and facility with Internet applications.
  • Ability to maintain the utmost discretion and confidentiality.
  • High accuracy and familiarity/comfort level working with numbers.
  • Ability to work effectively in a team environment—with a mix of deans, faculty, parents, alumni, and staff colleagues.
  • Willingness to work occasional evenings and weekends, and travel.
  • Must possess a valid Oregon driver's license and have a satisfactory driving record.
  • Successful clearance of a criminal conviction record check.

    Preferred Qualifications:

  • Experience in development within higher education.
  • Thorough knowledge of the principles and practices of development and fundraising with an understanding of individual giving programs, and detailed understanding of donor relations and stewardship programs, such as receipts, acknowledgements, stewardship and endowed fund reporting, events and donor giving societies.
  • Experience using Google Mail and Internet Explorer.
  • Knowledge of Raiser's Edge is a plus.

    The Office of Advancement at Willamette University composed of three units: Development, University Relations and Advancement Strategy & Operations. Willamette Annual Fund is part of the University Relations unit and is responsible for engaging alumni, friends, and parents as investors in the university's mission and students. We strive to maintain a highly collaborative, upbeat, and friendly environment. A sense of humor and positive attitude are helpful.

    To learn more about the Office of Advancement, visit

    This is a full-time exempt position. This position is eligible for the University's generous benefits package. Pay is commensurate with experience, background, and education.

    As part of your online application, you will need to submit the following documents in the "My Experience" and Resume/CV subsection:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume
  • As part of the application you will be asked for references, please include contact information including emails.

    Application deadline: Review of applications will begin immediately and will continue until finalists are selected.

    To Apply, visit: