E&S Coordinator Of Donor Relations & Stewardship

Payroll Title: ALUMNI EXTERNAL REL SPEC 2

Job Code: 6298

Job Open Date: 2/22/24

Application Review Begins: 3/8/24

Department Code (Name): DEVL (DEVELOPMENT)

Percentage of Time: 100

Union Code (Name): 99

• Non represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Budgeted Hourly Range: $31.13 - $35.92/hr.

Work Location: Phelps Hall

Working Days and Hours: Monday

• Friday; 8am-5pm

Benefits Eligibility: Full Benefits

Eligible for Hybrid Scheduling: Hybrid (Both UC & Non-UC locations)

A maximum of 1 day per week after successful completion of probationary period.

• As long as hybrid arrangements are approved by the Sr. Assistant Dean of Development. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office full time should operational needs require it.

Special Instructions

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

The UC Santa Barbara Office of Development blends the strengths of both a centralized and a decentralized operation. Although all development officers report to the Associate Vice Chancellor for Development or his/her designee, some are dedicated to specific schools and units, working hand-in-hand with Deans, Directors and faculty to secure private support. Additional development officers focus on specific regions of the country and/or are dedicated to increasing involvement by alumni, parents and friends. A strong central core initiates programs, or provides guidance and expertise, in foundation relations, planned giving, capital projects, donor stewardship, The UCSB Foundation and other areas of specialization. An integrated tracking and coordination system ensures a collaborative and smooth working environment, all aimed at enhancing UC Santa Barbara's attractiveness to, and involvement with, the private sector.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties

Designs, implements, and manages the stewardship program for all donors, including, but not limited to, the top-tier major gift donors to optimize philanthropic support for the Deans' priorities for the College of Engineering (COE) and the College of Letters & Science Division of Mathematical, Life and Physical Sciences (MLPS). Assesses needs for donor relations, creates and develops annual impact reports and a stewardship plan, interfaces with donors at events, and interfaces with campus units and Development Officers (DOs) to facilitate stewardship efforts. Plans, designs, and produces strategic financial and performance impact reports, and video acknowledgments productions and manages acknowledgment and recognition processes. Designs, updates, automates, and manages stewardship program tracking and assessment spreadsheets and analyses data. Plans, executes and directs development-related events for the Division of Mathematical, Life and Physical Sciences and the College of Engineering that aim to promote the advancement goals of UC Santa Barbara, including special events (investitures, campus visits, and dedications), development events (breakfasts, luncheons, receptions, and dinners), and off-campus events. Provides content, design, and formatting input for event materials, while simultaneously coordinating the identification and procurement of goods and services for each event. They must sustain positive and mutually rewarding relations between the university and its donors. A smaller percentage of time is dedicated to directing the annual appeals for the COE and MLPS dean's priorities, in concert with campus partners, and acting as the primary touchpoint for Give Day, guiding the online outreach, messaging and logistics for COE and MLPS departments. #LI-KA1

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training

• 1-3 years of experience in the use of databases, expertise in the use of Word, Excel, Google Suite, and other software and/or web-based systems.

• Basic knowledge of UC Santa Barbara, its mission, vision, goals, achievements, policies, and infrastructure.

• Must sustain positive and mutually rewarding relations between the University and its donors.

• Demonstrates strong analytic and organizational skills including ability to meet prescribed deadlines; event planning skills and ability to work under tight and shifting deadlines.

• Strong written, verbal and interpersonal skills, including tact and political acumen to effectively represent the institution.

• Analytical and critical thinking skills.

• Excellent computer skills including proficiency in Word, Excel, Google Suite and demonstrated ability to quickly learn various software programs.

• Strong leadership traits in training, delegating tasks and overseeing student interns.

• Ability to maintain strict confidentiality in all aspects of work

Preferred Qualifications

• 1-3 years of experience working in Advancement/Fundraising or closely related field.
• 1-3 years of experience with donor database or CRM software (e.g. Advance, Raiser's Edge, Blackbaud, etc.).

Special Conditions of Employment

• Satisfactory conviction history background check

• May be called upon to work occasional evenings and weekends at various Development Office, Institutional Advancement or campus-wide events.

• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 40% Stewardship Program & Implementation -

• Designs, implements, and manages the stewardship program for all donors, including, but not limited to, the top-tier major gift donors to optimize philanthropic support for the Deans' priorities (normally donors of over $100K+ cumulative or with the potential to support at increased major gift levels).

• Facilitates stewardship efforts and plans, produces strategic financial and performance impact reports, and manages acknowledgment and recognition processes.

• In coordination with the E&S Development Officers (DOs), identifies and serves the stewardship preferences of each donor (personalized level).

• Reports to the Senior Assistant Dean and partners with Assistant Deans, Senior Directors, Development Officers, and faculty administrators to determine the best stewardship strategies for effective stewardship of donors.

• May work with the Associate Vice Chancellor's Office or Executive Director to facilitate and implement donor relations and stewardship at the most significant levels for the engineering and sciences areas.

• Maintains ongoing and active networking with internal and external constituencies.

• Advises and plans recognition events and coordinates various activities for donor societies; ensures accuracy and appropriateness of gift recognition database.

• Working directly with the DOs to help to answer questions, resolve problems and address concerns related to stewardship.

• Responsible for ensuring proper acknowledgments and the accuracy of gift records.

• Determines methods, policies, and procedures to achieve programmatic goals; serves on and provides guidance to related campus committees (i.e.: Stewardship Committee); and serves as liaison to donors.

• Serves as a senior analyst for the Engineering & Sciences development unit. This requires research, analysis, development, reporting, and evaluation.

• Coordinates with Gifts Processing, Advancement Services, marketing and communications personnel in MLPS and COE DOs to meet stewardship needs (i.e.: publications, website, annual appeal plan and new gifts).

• Reports to donors with yearly impact reports and updates (e.g., endowed chairs, endowed fellowships, special initiatives, and endowed funds).

• Produces and provides content, design, and formatting input for stewardship materials (i.e. endowed chair impact reports, scholarship and fellowship reports, video acknowledgments while coordinating with appropriate campus partners (i.e., department chairs, endowed chair holders, academic personnel, and business officers).

• Enhances and customizes the Development Office's Donor Relations services and benefits to donors and works in close coordination with the Donor Relations and Stewardship office.

• Manages stewardship and gift inventory.

• 40% Donor Relations & Event Management -

• Works directly with strategic top-tier major donors in collaboration with DOs to optimize stewardship, campus relations, and engagement. Including, but not limited to, coordination of campus visits for stewardship.

• Creates and manages customized interaction or service with donors (leverages major life events to recognize major donors).

• Provides more in-depth contacts with donors while identifying, cultivating, initiating, and evaluating next steps. Includes strategic planning with faculty and development officers.

• Plans, executes and directs events for the Division of Mathematical, Life and Physical Sciences and the College of Engineering that aim to promote the advancement goals of UC Santa Barbara, which includes special events (investitures, campus visits, and dedications), development events (breakfasts, luncheons, receptions, and dinners), and off-campus events.

• Provides content, design, and formatting input for event materials while simultaneously coordinating the identification and procurement of goods and services for each event.

• Responsible for research, coordination, implementation, and oversight of all events. Selects and prepares the event location and type by determining the appropriate event theme.

• Determines and creates an event budget that adheres to University policies, verifies expenditures, and approves payment of bills.

• Negotiates with on and off-campus approved vendors who provide event goods and services while coordinating and supervising their implementation and guaranteeing successful completion. Works in close coordination with the Development Events team.

• Advises DOs on stewardship opportunities by providing options in advance.

• 20% Annual Giving & Appeals -

• Produces and provides content, design, and formatting input for MLPS and COE Dean's year-end annual appeals and letters in coordination with MLPS and COE marketing representatives.

• Acts as primary touchpoint for UCSB Give Day for MLPS and COE. Responsible for messaging in concert with deans and departments and works in coordination with Development Communications (DevComm) and Annual Giving for timelines and content.

UC Vaccination Programs Policy

• With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs

• With Interim Revisions.*

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information

• University of California Policy on Vaccinations

• With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

• Note: The Policy on Vaccination Programs

• With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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