Annual Giving Program Manager

Posted on 08/21/2019

University of California at Irvine

Irvine, CA

Job Summary:

Under the leadership of the Director or Annual Giving, the Annual Giving Program Manager oversees the UCI Fund’s telemarketing program, crowdfunding campaigns, and student philanthropy programming, and assists with various communications, events, and fundraising efforts. This role also collaborates with Advancement staff and campus partners to aid in successful fundraising and provides regular updates regarding program statistics and progress toward goals.

The Program Manager manages all human resources aspects of the Telephone Outreach Program (TOP), including hiring, training and evaluating a staff of approximately 60 students, and acts as the office manager responsible for personnel/payroll, financial reporting, office supplies, equipment and inventory for the program. Under the direction of supervisor, the Program Manager develops calling strategies, training materials, and goals, and monitors performance to ensure achievement of standards/goals.

While managing UCI’s crowdfunding platform and associated campaigns, the Program Manager is responsible for collaborating with campus partners to assist them in successfully setting up their project pages, helping teams adhere to timelines, providing framework for best practices through which campaigns can successfully meet fundraising goals, and working with campus finance offices to ensure that funds raised are dispersed.

The Program Manager also collaborates with student groups and EAP staff members to co-manage and implement programming for student class gift campaigns. The Class Gift program requires event planning and communications, progress reporting, and the solicitation of parents and students through consistent communications, including email, mail, and social media.

In addition to managing the above programs, the Program Manager assists with communications, including but not limited to email, mail, social media, and text-to-give, staffs a variety of events in partnership with other University Advancement offices, and performs administrative tasks related to Annual Giving fundraising, pledge fulfillment, gift acknowledgement, and stewardship.

Click here to see the University Advancement website.

Job Description:

Fundraising Management (45%)

Utilize annual giving best practices in management of all programs under purview. Consistently evaluate program success and revise strategy as needed when goals are not being met. Ensure that calling schedules and project timelines stay on track. Ensure that necessary tasks are accomplished and progress towards goals is consistent.

In partnership with Director, Annual Giving, establish shift, weekly, monthly, quarterly and fiscal year goals for TOP. Conceive of and implement strategies to meet goals, taking into account segments and calling pools criteria, scripts, shift timing, calling list timing, staffing, training, software, program management style, and personnel management and motivation.

Assist with efforts regarding constituent data acquisition and demographics updates through TOP and in partnership with other Advancement offices.

Meet with and assist the various Unit Directors in developing strategies and segmentations for restricted campaigns and membership drives, including but not limited to those within TOP and the Class Gift Campaign.

Perform gift follow up, including but not limited to managing pledge acknowledgements, pledge fulfillment, stewardship, and calling constituents in the case of gift processing issues. Ensure that all telemarketing related correspondence and material (requests for information, CampusCall emails, monthly reminders, pledge acknowledgments, pledge confirmations) are prepared and mailed within 48 hours of pledge. Identify and implement ways to enhance fulfillment of pledges.

Manage incoming applications for crowdfunding campaigns, manage expectations regarding goals and timeline, schedule platform trainings, create project timelines, assist campus partners with campaign setup, and keep campaign teams on-task through regular check-ins and conveying best practices at strategic moments. Manage crowdfunding platform appearance and organization. Keep homepage organized and update graphics when needed. Increase the number of crowdfunding campaigns by creating increased awareness on campus about the tool and its uses.

Ensure managed programs are in compliance with gift administration processes. Proactively communicate with gift administration and reports teams to maintain smooth collaboration around gifts and reporting.

In partnership with Director, Annual Giving, determine goals and strategy for meeting class gift fundraising goals. Partner with Anteater Ambassador Network to create and implement Class Gift programming, including events, communications, committees, on-campus competitions, tabling, and text-to-give. Spearhead Senior Class Gift efforts around soliciting parents of senior students, including communications, some in partnership with the Parent Engagement team.

Assist with tasks associated with Annual Giving programs and communications. This includes but is not limited to requesting and proofing data files, attaching data to emails, assisting with web and social media updates, assisting with text-to-give campaign setup, creating appeal and campaign codes, and completing gift follow up when needed.

Communicate and coordinate with the various units on campus to obtain important and relevant initiatives that the units are focusing on.

Attend University Advancement events, along with student staff when needed, such as Chancellor’s Club gatherings and Giving Day, at the request of the Director, Annual Giving, to further community cultivation, solicitation, and stewardship.

Continuously find opportunities to promote and educate the campus and its constituents in the mission and value of annual philanthropic support.

Personnel Management (40% )

Manage TOP callers and student leadership, and lead weekly TOP team leadership meetings. Supervise approximately 60 student employees to ensure that calls are conducted in a professional manner & that high standards are maintained. Develop training and strategies for growth of program results and institute goals for student leadership to accomplish in leading teams of callers. Create materials for and host new caller and student leadership trainings, as well as quarterly caller orientations. Develop personnel forms and other management tools as needed.

Analyze statistical records on each student employee and conduct routine evaluations in order to assess effectiveness. Counsel, retrain and terminate as needed. Create an atmosphere of respect, enthusiasm, empowerment, and professionalism amongst staff. Develop techniques to motivate student callers and supervisors to perform at their best. Design and implement a caller incentive program to minimize burnout and to reduce turnover in employees.

Recruit, interview, and hire callers to insure that there is sufficient staff to complete telemarketing campaigns as scheduled with the highest amount of efficiency. Conduct Coordinate with the Personnel/Payroll Coordinator in University Advancement to ensure all student new hire, termination, and time reporting paperwork is completed accurately and in a timely manner. Attend campus-wide personnel and payroll training to understand the requirements for student employment. Supervise students in completing all new hire forms accurately. Manage biweekly time reporting for student employees.
Train and manage student clerical assistants and ensure pledge confirmations and reminders are sent out accurately and in a timely manner.

Spearhead recruitment and scheduling of TOP student employees for Advancement events staffing. Train and supervise students staffing events.

Will need to travel periodically to multiple University Advancement offices to meet essential job responsibilities as call center is a satellite location.

Financial Analysis and Program Reporting (15% )

In the area of TOP, create reports to analyze telemarketing results, staffing levels and any other considerations that impact program to ensure that goals are being met. Analyze program statistics and report daily to the Director of Annual Giving on areas established as measurement of program success (e.g., pledge rate, average gift, credit card percentage, dollars raised, etc.) Provide to-date comparisons on a weekly basis. Share progress toward goal with Annual Giving team and TOP student team, and report calling pool results to relevant campus partners. Track segments and pools called throughout the year.

Analyze progress toward goals and results of Zotfunder campaigns. Assist crowdfunding teams in pulling reports and reporting to leadership. Pull transactions reports and submit to relevant financial offices for distribution of funds.

Track pledge fulfillment by constituency and compare to previous year s rates to evaluate effectiveness of pledge fulfillment strategies.

Provide updates on the status and progress of campaigns as they are conducted and report the complete outcome in detail, indicating the various successes and challenges and the strategies used to overcome those challenges, as well as providing recommendations for future campaigns.

Required Skills, Knowledge & Abilities:

Experience in fundraising and telemarketing sufficient to manage telemarketing program, train and supervise callers. Demonstrated working knowledge of the principles and practices of development and fundraising in higher education, with an emphasis on annual giving and alumni relations.

Ability to lead and supervise a team of student employees, including organizing work flow to accomplish established objectives, delegating responsibility, training, coaching, evaluating subordinate effectiveness and administering necessary disciplinary action.

Skill in communicating effectively, both orally and in writing. Demonstrated ability to compose business correspondence to donors and University staff in a very tactful yet informative manner. Ability to produce solicitation materials, calling scripts, appropriate letters of acknowledgement, training materials, and reports. Strong speaking skills and ability to communicate enthusiasm for the university and the various programs Annual Giving is seeking funding for.

Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change. Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.

Ability to be flexible in working independently as well as collaboratively with Advancement and faculty and staff to achieve defined goals. Excellent organizational skills with the ability to prioritize projects and work flow and to use independent judgment to make decisions regarding day-to-day operations. Ability to work effectively under time constraints and performance pressures in order to meet nightly, weekly, and monthly fundraising goals.

Proven ability to use MS Office and database programs. Knowledge of Outlook, Word, Excel, PowerPoint and Advance. Strong experience with computers to operate automated telemarketing system. Working knowledge of basic functions of fundraising software and CRM software. Ability to create documents and reports and to transfer files electronically.

Experience with large database management systems, preferably in a networked environment. Innovation and ability to identify/evaluate technological solutions for automation projects. Experience with Automated Telemarketing software.

Excellent interpersonal skills and oral communication skills sufficient to interact diplomatically, effectively, proactively and tactfully with diverse groups of people and situations.

Ability to work in team situations effectively, cooperatively, and courteously, with flexibility and sensitivity to others and to resolve conflicts appropriately.

Ability to prepare and evaluate detailed statistical and analytical reports.

Ability to handle a heavy workload with frequent interruptions and changing priorities. High energy.

Ability to motivate part-time employees who will be expected to represent the university in a positive manner consistently to a wide range of constituents. Enthusiasm for working with and managing college students.

Ability to work evening hours regularly and weekend hours, as well as occasional holidays when necessary.

University Advancement

A top public university, UCI has become internationally-recognized for improving lives through research and discovery, fostering excellence in scholarship and teaching, and engaging and enriching the community. With efforts currently underway to prepare for UCI’s next multi-billion dollar campaign, the university seeks to strengthen contributions in research, education, and service; accelerate the university’s place among globally preeminent research universities; and bring together passions, skills, and creativity to further improve people’s lives.

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.

Salary: Commensurate with experience
Total Hours: 8-5, M-F some nights & weekend
Career Position.
Final candidate subject to background check.
As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
Please attach your resume.

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