Associate Director of the Willamette Annual Fund, Leadership Circle

Posted on 01/12/2022

Willamette University

Salem, OR

Position Summary:

This position oversees the engagement and solicitation of Leadership Circle Annual Fund supporters for the University and its Colleges, Schools, and Units. The Willamette Annual Fund focuses on unrestricted support for the College of Arts and Sciences, the College of Law, the Pacific Northwest College of Art, and the Atkinson Graduate School of Management.

This position works closely with the Major Gifts Program and division-wide with colleagues to set goals for all Willamette Annual Fund Program leadership giving societies and to integrate the solicitation and stewardship of leadership annual fund gifts into the division’s activities. The position is also responsible for management of the Leadership Circle fundraising committee that secures leadership society gifts. This responsibility includes: identifying new volunteer leadership, increasing the diversity of the volunteer base, and ensuring the success of their fundraising efforts.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions

Job Description: 

Leadership Circle Annual Fund Solicitation and Oversight (80%)

  •  At the start of the fiscal year, conduct a feasibility analysis, including the identification of past, current, and potential donors at the $1,000+ level, to set goals for donors at each level of membership for the Willamette Annual Fund to grow and strengthen giving at all levels.
  • Throughout the year, perform a range of data monitoring for annual fund solicitations to inform and improve the solicitation process, including: review of open pledges and pledge schedules for those in annual fund solicitation pool; monitoring of overlapping Campaign/Major Gifts solicitations planned for those in annual fund solicitation pool; ongoing data integrity tests to identify and resolve entry errors; and preparation of monthly reports on solicitation status. Document processes as needed.
  • Develop and implement processes and strategies for the annual solicitation of donors and prospective donors of $1,000 or more, with an emphasis on securing unrestricted support for the Willamette Annual Fund at this level. Solicitation activities can range from virtual to phone to in-person visits.
  • Schedule local and out-of-town personal visits in an effort to encourage prospects’ leadership support of the Willamette Annual Fund.
  • Document all appropriate communications and solicitations in the database. Ensure all next steps, pledges and recommended actions are recorded and follow-up on appropriately.
  • At the end of the calendar and fiscal year, it is expected that the Associate Director will conduct phone solicitations to prospects who were unable to be personally reached and existing donors requiring reminder calls.
  • Throughout the year, ensure that donors are being appropriately thanked and stewarded to support overall membership and donor retention goals.
  • At the close of the fiscal year, conduct the Annual Review process which includes identification of prospects to be tracked at the annual fund level, and coordination with the Major Gifts Program officers to determine the Annual Fund solicitation plan for each tracked prospect in the upcoming fiscal year. Ensure all potential major gifts prospects identified are handed to research for further qualification.
  • Develop, implement, and evaluate specific strategies to increase membership, including approaches for recognition to ensure strong retention, along with effective marketing of societies for upgrades and acquisition. Work proactively with partners to promote giving societies.
  • Attend meetings with the Major Gifts team to strategize about Annual Fund solicitations in portfolios and how the Annual Fund

Volunteer Management (20%)

  • Work in close collaboration with Alumni and Parent Engagement and other internal and external partners to identify new volunteers, increasing the diversity of the volunteer base and ensuring the success of giving society and parent fundraising efforts.
  • Provide overall management to the volunteer committees that focus on personal solicitation of annual fund gifts of $1,000 or more – core components of the strategy to increase Willamette Annual Fund giving by soliciting annual fund gifts at the $1,000 level and higher. This would include the identification of a core group of volunteer leaders willing to solicit peers. Develop and implement a strategy to increase committee membership to sufficiently cover needed outreach to prospective donors. Provide orientation and ongoing training for volunteers as needed. Provide frequent information updates to volunteers on committee progress, assignment results, and other relevant news regarding committee members and assignments.
  • Serve as the point person for the 50th Reunion Campaign to ensure the committee reaches their full potential as a fundraising volunteer organization. This includes evaluation of class giving patterns and establishing goals; identification, recruitment, training, and support of
  • campaign volunteers; analysis and evaluation of various campaign efforts. Update databases to monitor, discern and track the appropriate activities. Personally, contact reunion alumni to ask for campaign support. Partner with Major Gifts staff to set goals, maintain solicitation status, and adjust strategies for high-level reunion donors.
  • Other duties as assigned

Minimum Qualifications: 

  • Bachelor’s degree required, or an additional two years of experience in development or related field will be considered
  • Excellent oral and written communication skills, with demonstrated experience in personally soliciting gifts
  • Excellent interpersonal and communication skills and an exceptional ability to analyze data
  • Strong initiative, creativity, high energy-level, and demonstrated ability to lead and motivate people are essential
  • Experience in personally soliciting gifts, and ability to travel for in person solicitation meetings
  • Proven experience in recruiting, managing, training, leading, and stewarding volunteer fundraising committees to reach their full potential and to achieve fundraising goals
  • Knowledge of modern data management practices and techniques, including models of analysis that lead to effective decision making on behalf of the program
  • Demonstrated ability to work successfully and effectively with a wide range of constituents and manage complex relationship; proven collaboration and teamwork
  • Ability to maintain confidential information, navigate relationships with finesse, and work to the highest ethical standards as outlined by the Council for Advancement and Support of Education (CASE)
  • Ability to work occasional evenings and weekends for signature events and activities including Alumni Reunion Weekend.
  • Superior communication skills with the ability to connect to a variety of audiences; clarity, crispness, and persuasiveness in written and oral communications
  • Strong organizational and time management skills; ability to plan ahead, think strategically, and manage multiple projects and deadlines; ability to remain calm and level-headed under pressure
  • Ability to work effectively in a team environment with a mix of faculty, parents, alumni, and staff colleagues

Preferred Qualifications: 

  • Higher education development experience is preferred
  • Experience in initiating and securing a high volume of development visits is preferred
  • Knowledge of Excel and CRM database management systems preferred
  • Knowledge of the principles and practices of development and fundraising with an understanding of individual giving programs, such as direct mail, phone-a-thon and personal solicitation programs is preferred

Salary: $54,500

Typical Work Schedule

Standard office work week

You will need to upload the following two documents as part of your application materials in the “My Experience” section labeled Resume:

  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

​Incomplete applications will not be considered.

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