Program Manager of Donor Relations

Case Western Reserve University
Case Main Campus
Closing date
Oct 17, 2021

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Institutional & Business Affairs, Alumni Relations & Development, Program Administration, Technology, Analysts & Programming

Job Details

Job Title: Program Manager of Donor Relations
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8960

The program manager will work with University Relations and Development division leadership and colleagues in the schools, Office of General Counsel, Office of the Controller, and Office of Advancement Services to manage and oversee the administrative and daily operations of the endowment impact reporting program. This position will also be responsible for regular review and tracking of holding accounts to increase revenue generation for top university initiatives and to ensure endowments are established in a timely manner according to donor expectations. The program manager will manage all aspects of the annual scholarship reporting program that communicates and underscores the impact of financial support.

Under the direction of the senior director of donor relations, the program manager of donor relations is responsible for strategizing, planning, and executing donor relations meetings, programs and events that focus on recognition of targeted groups of donors. Work involves independent judgment and decision making to implement strategies and tasks necessary to handle all the aspects of the events. The program manager will assist the office of alumni relations and development programs with other donor relations projects and events as needed.


    Manage all aspects of the annual scholarship reporting program including endowed scholarships, term scholarships, shared scholarships, and other special current-use scholarship funds. Collaborate with the Office of Financial Aid to prioritize funds for awarding, establish annual timelines, share scholarship recipient data, communicate with students and their families for special circumstances. Manage student outreach and involvement in thanking donors through written letters, personal visits, and scholarship events. Proof, track and manage scholarship recipient thank-you letters and graduation photos to donors. Manage scholarship beneficiary data tracking and upload into alumni/donor database for historical records. (35%) Develop and implement reports, queries, and other analyses to be used in performing critical reviews and monitoring as many as 300 to 400 active holding accounts to increase revenue generation for top university initiatives and to ensure endowments are established in a timely manner according to donor intent and university policy. Research endowment management best practices and trends to develop a comprehensive endowment management system, including endowment database management and analysis, and assess compliance with university endowment establishment policies. Resolve issues and formulate strategies and endowment tracking process improvements; analyze endowment revenue generation patterns and problem areas. In cases of donor gifts that are intended to be endowed but that have not yet reached required university minimums, create strategies and make recommendations to development colleagues, leadership, and donors on how best to carry forward donors’ intent, which might include a new gift solicitation. (25%)Collaborate with and assist the senior director of donor relations with the planning and execution of all donor relations programs and events as needed on or off campus to ensure seamless execution. (25%)Collaborate with the associate director of donor relations to create, produce, and distribute the annual endowment report to donors on endowed fund activity, offering specific history and knowledge from leadership and colleagues gained during the resolution establishment process. (15%)


Perform other duties as assigned. (<1%)


Department: Frequent contact with associate vice president, senior director, and all alumni relations and development programs staff as required to perform essential functions.

University: Frequent contact with the president, provost, deans, vice presidents, associate vice presidents, assistant vice presidents, chief development officers, development officers, alumni relations team, office of and financial aid, office of admissions, office of investments, office of endowment accounting, and staff as required to perform essential functions.

External: Regular contact with the Board of Trustees, donors, community leaders and personalities, and friends as required to perform essential functions.

Students: Regular contact with students/student volunteers as required to perform essential functions.


No direct supervisory responsibility. Manage student volunteer schedules and activities at events.


Experience: 3 years of work experience required, with a focus on meeting/event planning, hospitality management, customer service, or related field. Experience in non-profit or university setting and budget management is preferred.

Education/Licensing: Bachelor’s degree required.


    Demonstrated excellent writing, communication, interpersonal and creative skills are necessary, as is the ability to bring vision and leadership for effective communications.Ability and drive to elevate university standards and protocol for donor recognition and stewardship.Must be entrepreneurial and proactive, integrating execution of day-to-day activities with long range planning and execution.Exemplary organizational skills.Ability to initiate, manage, and evaluate challenging situations in rapidly changing environmentsAttention to quality and detail are essential.Willingness to work within existing university systems while implementing new approaches to improve overall event operations.Demonstrated ability to anticipate problems, recommend solutions and implement appropriate responses to complex issues involved in donor relations and stewardship for donors at our highest levels.Flexibility, tact, approachability and responsiveness are required. Ability to discreetly handle sensitive information is essential.Must have a passion and deep understanding of CWRU, its history and mission.Experience in budget management is preferred.Ability to interact with diverse internal and external constituencies. Ability to interact with colleagues, supervisors, and customers face to face. Ability to meet consistent attendance. Available to work outside of regular office hours as required. Computer proficiency (including Microsoft Office) and the ability to learn new programs.


General office environment.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.



Working at Case Western Reserve University

Case Western Reserve University is among the nation's leading research institutions. Founded in 1826 and shaped by the unique merger of the Case Institute of Technology and Western Reserve University, Case Western Reserve is distinguished by its strengths in educationresearch, service and experiential learning. Located in Cleveland's University Circle, we offer nationally recognized programs in the arts and sciencesdental medicineengineeringlawmanagementmedicinenursing and social sciences.

Student enrollment exceeds 9,800 students, forty percent of whom are undergraduatesFacultyand students hail from more than 90 countries, with academic interests that reach every region of the world. Case Western Reserve, with the support of individuals, corporations and foundations, aids nearly 100 designated research centers.

As a service-oriented institution dedicated to civic leadership, Case Western Reserve seeks individually and collectively to prepare our students to improve the human condition and to direct the benefits of discovery toward a better society. This effort is not limited to the university's classrooms, laboratories, librariesresidence halls and athletic fields, but includes partnerships with many other institutions. We build these partnerships believing that our ability to improve the human condition should begin in our own community.

Case Western Reserve University remains Ohio's top-ranked school among the nation's premier national universities, as ranked by U.S. News & World Report and is the only Ohio institution ranked in the top 50 nationally. We promote a culture of inquiry marked by rigor, creativity, curiosity, innovation, respect, sensitivity and open communication of ideas.

The university supports interdisciplinary partnerships in education and research with numerous faculty holding joint appointments in more than one Case Western Reserve school or department, as well as at neighboring institutions. These relationships launched many of the unique pairings of science, business and liberal arts into the centers and programs that enhance the undergraduate and graduate experience at the university. Our dual degree programs enrich the educational experience for those students who choose to balance the technical requirements of engineering or the sciences with a strong interest in the humanities.

With more than $375 million in research funding annually, the university attracts outstanding undergraduate and graduate students along with renowned faculty whose research has made significant contributions to the way we live and work. Case Western Reserve counts 15 Nobel laureates among our alumni and current and former faculty, including the first American scientist to ever receive the prize.

Our students' experiences in cultural institutions, clinics, social service agencies and industry are not viewed as “extra-curricular,” but create the learning experience that defines a Case Western Reserve education. The university's service programs in the Cleveland Municipal School District have impacted more than 145,000 students with more than 43 signature programs. The university has launched more than 580 community partnerships on the local, national and international levels. Annually the university sponsors Case for Community Day, an event where hundreds of Case Western Reserve employees and students lend their time and talent to targeted community development projects in the Greater Cleveland area.

Our alumni number more than 110,000 and constitute a “who's who” of every profession. Alumni represent one of the university's strongest resources, playing a vital role in campus life through their work as advisors, mentors, friends and advocates.

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