Capital Campaigns/Endowment, Development - General, Donor Relations/Stewardship
4 Year Degree
The Evergreen State College
Date: October 2020
Position: Program Specialist 2
Working Title:Campaign Coordinator and Assistant to the Associate Vice President for Development
Organization: Advancement, Development Office
Position #: 4096
Reports to: Associate Vice President for Development
This is a full time, overtime eligible position working in Advancement at the Olympia campus of The Evergreen State College.
Under general supervision of the Associate Vice President for Development, this position plays a critical role in advancing the campaign and major donor activities by developing, implementing, and directing all campaign coordination efforts with key donors and community volunteers, and with college senior leadership, deans, faculty, staff, and students and supports the work of the Associate Vice President for Development. Responsibilities include monitoring and assessing campaign activities, coordinating major gift activities, leading stewardship activities with principal and major level donors, and creating high-level communication and outreach materials. This position serves as the point person in communicating with students and faculty to facilitate meaningful stewardship and engagement opportunities that demonstrate the impact of philanthropic support. Other projects include coordinating committee meetings and events, and assisting with solicitations.
Monitor and assess campaign activities against established campaign goals, compile data to support observations, communicate progress to supervisors, and contribute to solutions.
Serve as a campaign representative by arranging, participating, presenting, and promoting the campaign at meetings with campus partners and with external audiences.
Prepare materials, letters, memos, and other correspondence for campaign volunteers and Foundation board members related to campaign progress.
Monitor, track, and report on stewardship outreach to prospective donors.
Create and extend event invitations to donors and constituents.
Prepare, organize, and distribute board materials, including agendas and minutes for the Development, Alumni, and Friends Committee of the Board of Governors.
Lead and assist with special projects, such as campaign event preparation and direct mail campaigns.
Schedule and facilitate meetings with Advancement and Evergreen leadership, Foundation board members, deans, faculty, students, volunteers and donors.
Initiate outreach to students in support of stewardship activities, including participation at events and meetings, as well as, documenting student experiences for stewardship purposes.
Interview, draft, and design profiles of students and faculty benefiting from scholarship support to share with donors.
Monitor and track campaign stewardship activities using Basecamp project management software and prepare and distribute activity reports.
Independently coordinate stewardship communications for a portfolio of donors identified for long-term stewardship.
In collaboration with colleagues, ensure campaign lead donors and major gift donors receive timely, appropriate individualized stewardship materials and outreach through email, phone, direct mail, video and events.
Support major gift relationship managers in stewarding donors by purchasing gifts and creating tailored outreach materials that move individual relationships forward.
Make fundraising solicitation and stewardship phone calls.
Major Gifts Program Coordination
Direct gift officers in office protocols, campaign deadlines, and use of fundraising tools and protocols.
Draft, edit, and route gift agreements through internal and external partners to facilitate approval; ensure gift agreements are filed appropriately.
Receive visitors, phone calls, emails, and mail; assess relative importance, refer as appropriate and independently handle other matters as needed.
Coordinate scheduling with co-workers and student employees to ensure coverage of the Advancement front desk and main phone line during business hours.
Take meeting minutes.
Prepare personnel documents, such as hiring paperwork and performance evaluations and assist in onboarding new employees.
Lead the work of temporary and student staff.
Assist Associate Vice President’s by scheduling and rescheduling meetings as needed.
Make travel arrangements including finding and booking airfare, rental cars, hotels, meeting spaces, and other accommodations, such as catering; assist in making travel plan adjustments for major gift relationship managers.
Sort and file various documents; establish and prepare new files within an established filing system; enter data into electronic files; remove and log materials; and maintain status and file reports.
Draft correspondence, including producing memos and letters, proofread, and prepare large and small mailings, including mail merges.
Make purchases using procurement card and purchase orders; reconcile transactions; track spending, collect receipts, complete paperwork, and process reimbursement documents; follow up on missing or incorrect information.
Participate on committees as assigned.
Perform other duties and projects as assigned.
Knowledge, Skills, and Abilities
Strong knowledge of development and fundraising terminology and practices.
Strong ability to understand and optimize complex systems.
Ability to document processes and teach them to colleagues.
Strong interpersonal skills in both one-on-one situations and in small groups; ability to communicate complex information succinctly with faculty, staff, students, board members, and external constituents in a professional and respectful manner.
Ability to problem-solve, analyze, and communicate synthesized information into concise profiles and reports.
Ability to manage multiple projects simultaneously, prioritize, and meet deadlines.
Technological skill and ability to use computer programs and tools such as Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.) and relational databases to produce data queries and accurately input data.
Ability to maintain confidentiality of donor and departmental records.
Ability to work effectively in a diverse and multicultural workplace with students, faculty, staff, donors, and the public.
Skill in tracking and analyzing data and preparing reports for a variety of audiences.
Ability to independently plan, organize, and prioritize tasks, work effectively under pressure, and handle multiple tasks requiring attention to detail in a timely manner.
Ability to work independently and collaboratively with a diverse group.
Ability to exercise discretion and decision making authority in addressing sensitive and/or confidential matters.
Excellent written communications, proofreading, and editing skills.
Skill in and ability to schedule meetings, record meeting minutes, coordinate meeting arrangements and events, and to prepare and distribute related documents and reports.
Knowledge of and skill in general office procedures and systems, such as scheduling, tracking and reconciling expenses, preparing and disseminating information, responding to inquiries, making logistical arrangements, etc.
Ability to create, organize, and maintain electronic and hard copy files.
Ability to work in a busy office environment with frequent interruptions.
Ability to operate a computer for extended periods of time.
Ability to work evenings and weekends several times per year.
Two years of increasingly responsible experience in a fundraising or development office setting.
Conditions of Employment
Must provide proof of identity and employment eligibility within three days of beginning work.
This position is part of a bargaining unit and covered by a collective bargaining agreement.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The College will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
Must be able to work occasional evenings and weekends.
Additional Salary Information: Salary and Benefits: $3,325 – $4,443 per month of full-time work + excellent benefits including paid sick and vacation leave; paid campus holidays; a generous medical, dental, life, and disability insurance package; and a tuition waiver program.
For details on the application requirements and process visit: https://evergreen.edu/employment/
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen’s non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at https://www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505
Internal Number: 4096
About The Evergreen State College
Evergreen is a progressive, public liberal arts and sciences college located in Olympia, Washington, in the beautiful Pacific Northwest. 60+ fields of study to explore. Evergreen’s unique academics encourage you to forge your own pathway.
Evergreen emphasizes collaborative, interdisciplinary learning across significant differences. Our academic community engages students in defining and thinking critically about their learning. Evergreen supports and benefits from local and global commitments to social justice, diversity, environmental stewardship and service in the public interest.