Senior Stewardship Coordinator

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

OCCUPATIONAL SUMMARY

The Senior Stewardship Coordinator reports directly to the Senior Associate Director of Stewardship for Duke Health Development and Alumni Affairs. This position is focused on developing, managing and tracking strategic stewardship plans for major, leadership, principal, and transformational donors to Duke Health, including writing leadership level gift acknowledgements and donor communications for DHDAA, and managing the $1M gift announcement process. These activities focus on donor recognition and stewardship, and consistently involve the highest-level of Duke Health’s leadership, as well as faculty, administrators and development staff, in addition to personal contact with donors. This position requires comprehensive project management and works in collaboration with colleagues in stewardship and frontline fundraisers to ensure strategic, effective, and comprehensive stewardship for Duke Health’s highest-level donors throughout the entire stewardship phase of the giving cycle – from gift acknowledgement, through recognition, impact reporting and other tactics.

WORK PERFORMED

(40%) Strategic Leadership Stewardship

Manage the Pinnacle Impact Program --- a systematic and comprehensive stewardship program for select major, leadership, and principal gift donors to all areas of Duke Health to include the Schools of Medicine and Nursing and Duke University Health System.

• Act as the project manager for the $1M gift announcement process, including identification of potential stories, working with gift officers to determine donor willingness, coordination with SOM Communications to conduct donor interviews and writing announcements, securing HIPAA releases when appropriate, and developing a distribution and recognition plan.
• Work in conjunction with Stewardship team colleagues and Duke Health Development and Alumni Affairs (DHDAA) leaders, to research, design, and write customized stewardship plans for donors at the Pinnacle Impact Program level (lifetime giving to Duke Health of $1 million or more). Partner with gift officers to determine the best strategies for effective stewardship of these donors.
• Track and perform activity, and also prompt leaders/others for their action steps over time to support the relationship management for these donors and prospects. Analyze the correlation of donor stewardship with subsequent giving by leadership donors on a regular basis to make recommendations for the Pinnacle Impact Program.
• Evaluate the parameters for existing recognition events and acknowledgements for leadership donors and prospects and recommend appropriate recognition and special acknowledgement for donors exceeding $1M+ cumulative giving.
• As part of comprehensive stewardship plans, develop custom stewardship reports, recognition activities and projects as needed (including composition of materials, publicity, and event logistics). These reports and projects will involve highly collaborative work with the Communications, Strategic Events, other DHDAA teams, and occasionally Duke University Donor Relations.

(40%) Acknowledgement Letters & Written Communications

• Compose highly customized acknowledgement letters on behalf of Duke Health leadership. Responsible for conveying gratitude on their behalf in their varied and individual voices, thanking donors for their gifts, recognizing their generosity, expressing appreciation, and stewarding them by articulating the current vision of Duke Health.
• Manage and oversee weekly acknowledgement letter process through letter writing, signature collection, data collection, and timely distribution.
• Research gift details, ‘moves’, donor relationships and interact with Duke Health Development Officers to gather pertinent points to include in the acknowledgement letters.
• Interface directly with Chief Executive Officer and Deans’ Offices to ensure proper reviews and signatures of acknowledgement letters.
• Oversee recording of leadership letters as a ‘move’ in DADD (Duke Alumni and Development Database), with support from the Stewardship Staff Assistant.
• Oversee the proper archiving of acknowledgement letters in DHDAA central files, with support from the Stewardship Staff Assistant.
• Create meaningful acknowledgement letter language and manage annual updates of DHDAA Stewardship Acknowledgment language and an annual basis or when new initiatives and priorities are identified regularly update.
• Implement and project manage the Faculty & Staff Special Acknowledgment process to proactively ensure members of faculty and staff who have supported development efforts are acknowledged appropriately.

(20%) Donor Relations Project Management and Special Projects

• Work with the Senior Associate Director of Stewardship to manage the lifetime giving societies for donors giving to Duke Health.
• Manage special stewardship communications to members of these societies.
• With Senior AD and Stewardship Coordinator, support updates to relevant donor walls and other strategic use of physical recognition to steward members of these societies.
• Maintain accurate data in DADD and Smartsheet of members of these Societies, listings on donor walls, and other stewardship gratuities.
• Work with the Senior Associate Director of Stewardship to research, draft, and manage reviews for resolutions submitted to the Board of Trustees for named recognition.
• Act as a Stewardship Point person for specific units, assists in the planning, development, coordination, and execution of custom stewardship activities for major donors to Duke Health. Coordinate the production of customized donor recognition pieces as needed, such as photo books, framed resolutions, reports, or gifts.
• Support the annual Duke Health Thank-a-thon event. 
• Manage special donor stewardship communication projects, follow-up event communications (such as Scholarship & Fellowship and Professorship post-event mailings), and special requests of Duke Health or Duke Health Development and Alumni Affairs leadership.

Other duties as assigned.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

DEPARTMENT PREFERENCES

EXPERIENCE

• Four (4 +) years of experience preferred in a fundraising environment with emphasis on donor relations, stewardship, or other applicable areas.
• Experience at an academic medical center or other institution receiving six to eight figure gifts is helpful.
• OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

SKILLS

• Demonstrated ability in project management, including the process of planning and overseeing a project from start to finish, while ensuring adherence to timelines, budgets, and quality standards.
• Must be comfortable and professional when interacting with high-level university officials and donors.
• Demonstrate effective organizational skills, attention to detail, and the ability to work unsupervised.
• Ability to think strategically and troubleshoot when necessary.
• Strong project management and problem-solving skills, detail-oriented and highly organized; ability to prioritize and juggle many tasks simultaneously.
• Proven excellence in verbal, written, analytical, and research skills. (Writing samples will be requested upon interviewing.)
• Adept at using project management software and tools to track progress and ensure project milestones are met. Familiarity or experience with Smartsheet a plus
• A positive attitude regarding repetition and tenacity in securing approvals of written materials.
• Knowledge of special events and print production is helpful.
• Excellent computer skills, including advanced or strong knowledge of Microsoft Office programs.
• Basic graphic design skills such as InDesign, Photoshop, or others a plus.

MINIMUM QUALIFICATIONS

Education

Work requires communications, analytical and organizational skills normally acquired through completion of a bachelor's degree program.

Experience

Work requires two years of experience in fund raising, alumni affairs, public relations, student activities, program administration or a related field to become familiar with activities involved in planning special events or programs.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.