Donor Relations and Donations Management Officer

Summary of Work Activities and Responsibilities

Under the supervision of the Donor Relations and Donations Management Head, the Donor Relations and Donations Management Officer II aids in donor care, receiving and acknowledging donations, donor matching, fund development, preparing fund reports, and events management.

I. Donor Matching Relations and Care

• Maintains the Donor Relations Calendar and schedules appropriate activities for campaign leadership and volunteers

• Works with the Advancement team in coordinating all the requirements among concerned individuals and groups, both internal and external, for the successful implementation of assigned events and projects, such as but not limited to:

  • Fund campaign requirements, MOA signing and accompanying logistical requirements, Lectures and their accompanying logistical and invitation requirements, Gift Items, Card production, etc.

  • Assists the Donor Relations and Donations Management Head in planning donor relations events, in consultation with Advancement teams, including volunteer recruitment and management, project management and post event evaluation (i.e., organizing special visits, meeting with student award recipients, and other activities designed to deepen donor engagement)

  • Drafts donor relations and stewardship communications, including personal communications, event collateral, as well as custom and targeted impact reports that convey to donors the impact of their giving

  • Creates new and/or enhanced impact reporting tools and as well as standardized templates with accompanying process documentation to ensure quality, accuracy and uniformity of reporting

• Coordinates and oversees processes, systems, and opportunities to ensure donors are given proper and preferred recognition by the University and beneficiaries

• Ensures that Thank You letters, official receipts, and other related documents for donations are sent to each donor, as may be applicable

• Benchmarks with other universities or institutions on various donor relations practices to continually identify new ways of improving the donor relationship

II. Fund Stewardship Administrative Support

• Develops and maintains various administrative and processing systems related to fund management

  • Manages the tracking of all donations and maintains updated fund balances of assigned projects or funds including project specific restricted funds, impact reporting, fund and data management, and special recognition projects

  • Prepares fund reports for all the Restricted Donation accounts of the University and sends to the donors together with a cover letter from the OUDAA Director o Support the timely resolution of donor relations and stewardship-based inquiries through research, problem solving, and communication with relevant staff members and on campus partner

• Records and keeps track of the progress of the Donor Relations projects and activities to ensure that they are effectively and efficiently implemented (e.g., meeting agreements, expenses, timelines, targets, reports, etc.)

• Processes corresponding payments to suppliers/service providers, reimbursements, liquidations through the CAO Payment System (CPS) and E-Requisition (EReq)

III. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representatives

Knowledge, Skills, and Abilities

• Analysis: Ability review several documentations and provide insights to various data

• Research: Ability to benchmark, align and recommend best practices in the line of marketing and advancement

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Knowledge in database management

• Project Monitoring: Ability to monitor multiple projects simultaneously and to adapt to changing environments and priorities. Proven project management skills would be an advantage

• Program Analysis: Ability to identify strengths and weaknesses of any part of the campaign or program and think of alternative solutions, conclusions, or approaches to problems

• Communication Skills: Excellent verbal and written communication skills, including public speaking

• Interpersonal Skills: A self-starter with the ability to work productively and cooperatively with different personalities and can work with minimal supervision independently and within a team-oriented structure

• Organization Skills: Highly organized, detail-oriented and able to adapt to changing environments and priorities

Education and Experience Requirements

• Bachelor's degree in Business

• At least 2 to 3 years work experience in donor relations and in handling events, communications, and PR