Donor Relations Project Manager (PM)

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. 

University Advancement has an outstanding opportunity for a Donor Relations Project Manager

The Donor Relations Project Manager (PM), within the central Advancement’s Office of Donor Relations, is a major contributor to the implementation of a comprehensive program to steward annual and endowment donors. The UW is fortunate to manage and benefit from nearly 4000 individual endowed funds and over 3000 active current-use funds. This requires a systematic, scalable and integrated use of stewardship data and database structures to meet organizational needs. The project manager (“PM”) will oversee, refine and recommend new processes related to the production of annual giving and endowment stewardship materials. 


Special Market Stewardship 

•Special Markets Stewardship - Work with the Associate Director to identify, develop and implement new programs to acknowledge, recognize, and report on special market segments including, but not limited to: monthly sustaining of donors, first-time and returning donors, faculty, staff, and young alumni. 
•Creative Stewardship Collateral - Collaborate with members of the Annual Giving team and coordinate the identification and capitalization of new stewardship opportunities to show the impact of philanthropy to annual donors through online and physical collateral. Examples may include postcards, letters, emails, or videos to be shared with donors at scale. 
•Memorial and Honorary Gift Programs - Provide project management and coordination on the development processes to acknowledge honorary and memorial gifts, tracking data and sending appropriate notifications to honorees and family members where appropriate. 
•President’s Club Fulfillment - Oversee the weekly operations and manage workflow related to the stewardship of leadership annual gifts to the University of Washington ($2,000+). This includes handling all aspects of the acknowledgment and benefits fulfillment for the President’s Club. The PM will collaborate with the Director of the President’s Club to monitor budgetary needs of the program. 
•Update Receipt Language - Working with key stakeholders, periodically review and update variable receipt language as it pertains to print and online receipts. 

Endowment Stewardship 

•CEF Mailing Management- Provide high level project management and coordination for the annual Consolidated Endowment Fund (CEF) mailing to endowment-level donors. This includes management of project components including timelines, design and content coordination in cooperation with Marketing & Communications, budget overviews, and data updates. 
•CEF Impact Stories- Coordinate the gathering, editing and design of endowment impact stories from over 20 constituency units for the CEF mailing. Work with the Associate Director and Assistant Director of Online Stewardship to improve digital delivery of the CEF report. 
•Gift Documentation Backup - As needed, serve as the primary back-up to the Assistant Director of Gift Documentation and Endowment Stewardship by reviewing agreements, researching endowment/gift agreement policy questions, and answering investment questions when she/he is unavailable. 
•Stewardship Data Acquisition - Assist with the data acquisition of endowment related information, including but not limited to, donor stories, award criteria, and financial records to ensure compliance with endowment terms. 
•Stewardship Data Management - Utilize experience with relational databases and database best practices to manage stewardship-related data within the donor database (Advance) and our internal endowment database (MS Access). The PM will seek to enhance current processes and proactively seek to implement new technology for added efficiency. 

Online Stewardship and Data Services 

•Participate in Online Stewardship Strategy Development - As a member of the Donor Services team, contribute to the planning, analyses, development, and implementation of processes to systematically collect and use stewardship data and database structures to ensure donors are glad they gave. 
•Provide Support for Online Impact Reporting - Working with campus partners and myriad data sources, seek to improve and enhance reporting to donors on endowment financial information, scholarship recipients, faculty accomplishments, and other results directly impacted by philanthropic support. Manage a program for acquiring, editing and systematically categorizing, impact-related narrative content for stewardship purposes such as the annual CEF mailing, MyUWGiving donor portal, and a new donor wall. 
•Reporting: Create and develop reports, project analyses, graphics, spreadsheets, and other stewardship documents as needed. 

Other Duties 
•Manage a student worker, who will assist with President’s Club mailings and stewardship projects, on an as needed basis. 
•Manage content creation for UW Donor Relations quarterly newsletter, donor relations intranet site, as well as programming for the quarterly donor relations roundtable meeting. 
•Implement a stewardship on-boarding program for new staff and fundraisers. 
•Other duties as assigned. 

This position reports to the Associate Director of Donor Relations  

•Bachelor's degree and 2 years of professional experience, preferably in fundraising, communications, strategic marketing, donor relations or a comparable role with transferable skills including project management, writing, and/or data analysis. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree. 
•Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, Access and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc. 
•Experience and/or willingness to learn publishing software (InDesign). 
•Demonstrated ability to accurately query, report and analyze complex data sets utilizing enterprise-level relational databases (MS Access or SQL Server). 
•Ability to maintain excellent records. 
•Comfortable with handling and auditing financial information. 



  • Effective communications:  Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. 
  • Interpersonal Awareness:  Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. 
  • Professional Credibility:  Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. 
  • Critical Thinking:  Obtains, analyzes and evaluates information effectively in the face of ambiguity.  Makes appropriate decisions based on relevant information and experience. 
  • Ethics and Trust:  Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures;  acts consistently with Washington State ethical guidelines and organizational core values and beliefs. 
  • Valuing Diversity & Inclusiveness:  Respects, values and contributes to the UW’s commitment to inclusiveness and diversity. 

Functional Expertise 

  • Donor Focused:  Establishes, cultivates and stewards strong relationships with donors and friends to build and maintain lifelong partnerships and trust with UW. 
  • Planning & Implementing:  Develops fundraising strategies and plans that integrate into the organization’s mission, priorities and goals. 
  • Conflict Resolution:  Works to resolve conflicts and differences through dialog and open communication in a timely manner; sees every difference as an opportunity for growth and change.     

•Knowledge of fundraising databases (Advance) or other non-profit donor databases. 
•Knowledge of alumni relations/development/advancement principles. 
•Familiarity with higher education institutions and working in a complex organizational environment. 
•Knowledge of document management principles and systems. 

Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.     

Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check 

Application Process: 
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.