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  Sample job descriptions and job description tips. Employment

 Alumni Fund Officer - Special Projects and Donor Relations

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Manage the donor relations activities for the Alumni Fundís donor recognition program. Participate in the planning and implementation of strategies to solicit and steward annual leadership donors to the Alumni Fund. Manage efforts to solicit and steward gifts for special fundraising initiatives, including direct mail, email and Web communications, and management of volunteer committees. Manage the stewardship of funds created and supported by classes, clubs, and other alumni groups.

Primary Responsibilities

Manage Alumni Fund Donor Recognition Program

In collaboration with other Alumni Fund staff, develop and implement a comprehensive strategy for the identification, cultivation, solicitation, and stewardship of current and prospective annual leadership donors. Analyze giving trends for the  annual leadership donors who are giving at Alumni Fund donor recognition levels, and additional donors with the capacity to give at these levels.

Manage all aspects of the process to steward donors giving at Alumni Fund donor recognition levels. Tasks include supervising the review of data and preparation of materials for acknowledgement mailings; identifying lectures or other events on campus which would be appropriate for stewarding leadership donors, and inviting donors to attend; selecting the annual book and other gift premiums for various recognition levels; planning receptions or other stewardship events in conjunction with major Alumni Association programs; and developing electronic and print materials to market the society and steward leadership donors.

Monitor progress towards annual goals for leadership gifts. Evaluate effectiveness of donor recognition program. Monitor industry trends, and make recommendations for changes or enhancements to donor recognition practices.

Maintain strong communication links with other fundraisers to ensure a coordinated approach to annual leadership prospects. Serve as the primary point of contact regarding the Alumni Fund donor recognition program for Alumni Fund and Alumni Association staff, Resource Development, the Treasurerís Office, School Development Officers, and other departments.

Manage and monitor donor recognition budget.

Steward Funds Created and Supported by Classes, Clubs, and Alumni Groups

Develop and implement a strategy to effectively steward special funds created and supported by classes, clubs, and alumni groups. Strategy may include direct mail, electronic communications, events, and personal correspondence and personal visits.

Create a communications plan to report to alumni volunteers and donors about fund contributions and cumulative totals, and to educate them about the use of their funds and impact of these gifts. Develop and oversee implementation of a process to ensure timely and effective reporting on these funds. Manage and produce electronic and print communications as needed to steward fund donors, including emails, content for Web pages, newsletters, and other direct mail.

Collaborate with staff in the Alumni Association, Resource Development, and other Institute offices to coordinate stewardship initiatives. Serve as the primary point of contact regarding special project funds for staff and for volunteers from classes, clubs, and other alumni groups.

Manage Special Project Fundraising Activities

Manage efforts to solicit and steward gifts for special fundraising initiatives, as determined by the Director/Alumni Fund Officer III, Special Initiatives.
  • Identify segments of the alumni population who will be targeted for gifts. Develop strategy to cultivate, solicit, and steward target population. Strategies may include direct mail, email and Web communications, phone, and personal solicitations. Manage volunteer committees as needed.
  • Analyze giving trends for target segments. Set specific annual donor and financial goals for fundraising initiatives, including the renewal and upgrading of existing donors, and identification and acquisition of new donors. Monitor progress towards goals.
  • Develop letters, brochures, stewardship materials, training materials for volunteers and staff, and other materials needed to support these activities.

Collaborate with colleagues in the Alumni Association, Resource Development, and other departments to coordinate outreach to special constituencies. Ensure that our fundraising efforts are supported by the broader communication and engagement efforts they conduct with these constituents and vice versa.

Other Duties

Be familiar with and articulate about the Institute including its mission, culture, academic programs, and fundraising objectives.

Participate in planning and implementation of overarching Alumni Fund strategies.

Work with Treasurerís Office to create new funds for Alumni Fund projects, and serve as a contact on memorial gifts, as needed.

Serve as an active participant in Alumni Fund and Alumni Association committees as requested.

Staff alumni events as requested, including Reunions and the annual Alumni Leadership Conference.

Other duties as assigned by the Director of Special Initiatives.

Supervision Received

General supervision by Alumni Fund Officer III/Director, Special Initiatives.


Extensive contact with designers, print vendors, and mail houses.

Regular contact with alumni, including Alumni Fund volunteers and annual leadership donors.

Close collaboration with other Alumni Fund and Alumni Association staff.

Regular interaction with other Institute staff, particularly in Resource Development, Treasurerís Office, Financial Aid Office, Provostís Office, and the Publishing Services Bureau.


Bachelorís degree; 3-5 years experience, preferably in non-profit fundraising environment.

Knowledge of marketing and print production highly desirable.

Position requires excellent organization skills, project management skills, and attention to detail.

Must be self-motivated, and able to work well both independently and cooperatively; proven success working as member of a team.

Position requires a high degree of professionalism, tact and diplomacy, and sensitivity to highly confidential information.

Strong computer skills needed, including word-processing, spreadsheets, and familiarity with complex databases.

Willingness to learn a must.

Occasional evening and weekend work required.

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