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Stewardship Engagement Specialist

Topeka, KS
Organization: Washburn University Alumni Association and Foundation
Title: Stewardship Engagement Specialist
Job Classification: Exempt, Full-time
Work Schedule: 8:00 A.M.-5:00 P.M., Monday-Friday
Reporting Relationship: Executive Director of Engagement
To apply, please submit a cover letter, resume, and two writing samples (biography, professional letter, feature story, etc.)

Primary Accountability:
The purpose of the Stewardship Engagement Specialist is to support the Washburn University Alumni Association and Foundation’s (“Foundation”) overall fundraising efforts through stewardship, engagement and relationship building with prospects, alumni, donors, board and committee members and the community.  This will be accomplished through planning and implementation of donor relations reports, programs and events, at all levels, to support the Foundation’s overall fundraising goals and initiatives.
Events – Develop, create and implement events which have a lasting impact and create lifelong development opportunities and relationships with all constituents. The Stewardship Engagement Specialist is responsible for event logistics, planning, and execution with goals and outcomes to support the Foundation’s overall goals. 
Scholarships and Reports - Responsible for the Alumni Association and Foundation’s Legacy Scholarship program, and for comprehensive and integrated stewardship reporting to donors conveying the impact of their gifts. This will be accomplished using fund and program reports, scholarship programs and other specific written donor information. The Stewardship Engagement Specialist is responsible for monitoring and evaluating these reports and programs while striving for continuous improvement.
Ongoing activities include increasing stewardship, event/engagement opportunities and participation among donors, alumni and all other constituencies, increasing philanthropic support and boosting retention. The Stewardship Engagement Specialist should have a passion for customer service and event management, be an enthusiastic professional and be able to build relationships with internal and external customers. They must be able to anticipate project needs, discern work priorities and meet deadlines with little supervision.
The Stewardship Engagement Specialist will collaborate with colleagues regarding all aspects of stewardship, recognition, cultivation and events creating a strategic impact on the success of the Foundation. They must establish and nurture effective, collegial working relationships with co-workers, university partners, donors and external contacts representing the Foundation in a positive and professional manner. They will play a significant role in carrying out stewardship and engagement efforts along with promoting the Foundation’s mission through a number of venues, reports and programs.  They will work closely with the Executive Director of Engagement to support the overall stewardship, engagement and recognition plan of the Foundation. 

Major Duties:
  • Research, write, design and coordinate the production of stewardship materials including donor reports and professorship/chair reports, project wrap-up reports, scholarship and fund reporting to include endowed funds and current gift scholarship funds, thank you mailings, and donor honor rolls;
  • Manage scholarship program to disseminate information to donors and students, create bios for scholarship donors, manage scholarship mailings;
  • Manage Legacy Scholarship applications and communications with recipients
  • Update and maintain fund contacts and endowed fund biographical information in database and photo files, contact donors on newly endowed funds to obtain pertinent donor information and track scholarship recipients to ensure the most up to date information is received;
  • Collaborate with executive director and stewardship manager in preparing, verifying and producing the annual donor honor rolls;
  • Plan, coordinate, and implement stewardship and engagement events including program development, invitation lists, catering, decor, vendor coordination, logistics management including travel arrangements, budget and other duties to ensure high quality, professional events;
  • Implement, attend, direct and oversee on-site needs for events/programs;
  • Serve as a lead on processing event registrations through the RE plugin on a daily basis;
  • Responsible for goals and outcomes of events in order to help the Foundation meet its goals;
  • Analyze all aspects of logistics to determine the most cost-effective and efficient means for planning and implementing stewardship and engagement events and programs;
  • Propose new ideas to improve reporting and event implementation through review and analysis of previous events and projects;
  • Assist with budget preparation and provide periodic progress reports to executive director for each event/project;
  • Track finances including check requests, invoicing and reporting;
  • Collaborate with the Alumni Association on specific events as assigned;
  • Write, plan and implement event/program follow-up with communications and personal stewardship;
  • Responsible for database management by ensuring interaction with constituents is entered into Raisers Edge in a timely manner;
  • Work on special projects and perform other duties as assigned;
  • Work collaboratively with the Executive Director and entire Engagement Team; and
  • Represent the Foundation in a professional and diplomatic manner at all times.
  • Performs additional duties as assigned.
  • Bachelor’s degree from an accredited college/university in communications, marketing, public relations or related discipline required;
  • 1-3 years of writing/communications and event planning experience preferred;
  • Exceptional writing and editing skills required;
  • Working knowledge and understanding of concepts, principles and practices of event planning required;
  • Outstanding organization and time management skills with attention to detail required;
  • Experience and ability to meet deadlines, juggle multiple responsibilities and initiate and maintain professional relationships required;
  • Significant judgment and effective problem-solving skills required to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine issues/problems to be brought to the attention of management;
  • Experience tracking and understanding budgets and budget process is preferred;
  • Strong communication, interpersonal and customer service skills;
  • Creative and strategic-thinking abilities;
  • Exceptional ability to manage, maintain and coordinate multiple projects and work assignments simultaneously;
  • Ability to gather and independently analyze information and data, interview campus partners and write compelling and comprehensive donor reports;
  • Must be able to take the initiative to coordinate processes;
  • Professional attitude and the ability to maintain confidentiality;
  • Demonstrated ability to work independently and as a team member;
  • Intermediate to advanced level skills in Word and Excel programs;
  • Familiarity with relational databases;
  • Exceptional ability to meet deadlines;
  • Ability to work early days, evenings and weekends as required; and
  • Reliable and predictable attendance.
Physical Demands:
  • Ability to sit for extended periods of time;
  • Ability to read computer screens and mail; and,
  • Ability to unpack and move supplies up to 50 lbs.
Work Environment:
  • Professional and deadline-oriented environment in an office setting; and,
  • Interaction with staff and customers.
  • Work location is onsite, at Foundation.

Additional Duties:
Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

EEO Employer

Washburn University Alumni Association and Foundation is committed to building a community of support to continuously strengthen Washburn University and enhance the educational opportunities and experiences of our students.  We build life-long partnerships with alumni and friends, and secure, invest, and steward private financial support.  

To apply, please submit a cover letter, resume, and two writing samples (biography, professional letter, feature story, etc.)
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