Assistant Director of Donor Relations

Maryland, United States
02 Oct 2018
End of advertisement period
02 Dec 2018
Contract Type
Full Time

Classified title: Donor Relations Associate
Working title (if applicable): Assistant Director of Donor Relations
Role/Level/Range: ATP/03/P
Schedule (hours/days): M-F, 37.5
Employee subgroup (FLSA Status): Exempt
Department name: DAR
Personnel area (School): KSAS

General Description:

The position is responsible for coordination and management of all stewardship and donor relations activities for the Zanvyl Krieger School of Arts and Sciences. This includes independent, complex project management in coordination with senior KSAS leadership and with other Hopkins divisions leading to ongoing implementation of existing stewardship activities as well as strategic enhancements and innovations.

Essential Duties and Responsibilities:

Stewardship Program & Donor Relations (50%)

  • Work with the Associate Dean and Senior Director of Development to coordinate and manage stewardship programs for the office, and to plan and implement changes to the program.
  • Develop custom and strategic stewardship plans for major, principal, and leadership prospects and donors to KSAS in conjunction with MGOs that will encourage increased, additional giving.  This will involve meeting with MGOs to assist them in preparing for stewardship meeting.
  • Prepare and coordinate sophisticated written stewardship correspondence for various mandatory and voluntary stewardship prospects, including conducting research on alumni, friends, faculty, and students.
  • Communicate regularly with Associate Dean, Senior Director of Development, and MGOs to stay apprised of fundraising priorities, solicits, and gifts to close.
  • Meet with 10-20 stewardship cases per year to thank them for their support and cultivate future support.
  • Manage a portfolio of 55-75 dormant and permanent mandatory stewardship cases, providing annual correspondence on the use of their endowed funds and visiting donors or heirs where appropriate.
  • Manage and complete complex publications, personalized books, and other stewardship pieces for top KSAS and University prospects, partnering with the Office of Volunteer Donor Engagement where appropriate.
  • Track all stewardship movement for KSAS mandatory and voluntary prospects in ALADIN Prospect Management.
  • Coordinate regular, timely updates of ALADIN activity codes and stewardship actions and Access Database of endowment information.
  • Host annual stewardship week for KSAS to promote focus on stewardship and donor relations.
  • Represent KSAS on the Donor Relations Liaison Group and other DAR-wide and Institution-wide groups as seen fit.
  • Assist with, manage, and/or coordinate other special stewardship and KSAS projects, as assigned.  This includes underwater endowments and historical scholarship stewardship reports[OS1].

Scholarships, Fellowship, Professorships, and Awards (20%)

  • Work with the Office of Student Financial Services to name undergraduate scholarship recipients and with the Dean’s office and department chairs in Krieger to name graduate fellowship recipients.
  • Coordinate and oversee mailing with the Office of Student Financial Services to scholarship recipients announcing their awards, working closely with administrative coordinator.
  • Contact graduate and undergraduate students to request thank you letters and biographical information to be shared with donors.
  • Ensure endowed funds for professorships, fellowships, and lectureships are being used by departments according to the donor’s intent.  This involves working with department chairs and admins to keep them updated on new endowments and having them report back information related to recipients and awards.
  • Draft and mail the annual dean’s letter to benefactors, including student thank you letters for scholarships, fellowships, awards, and internships. Work closely with administrative coordinator.
  • Assemble a selection of student thank you letters and draft a letter from the Dean to include in a packet to mail to those donors who have planned gifts to establish scholarships at KSAS.
  •  Jointly manage the planning for, and execution of, the annual Homewood Schools Scholarship Luncheon, including print materials, student speakers, student attendance, photography, etc.
  • Contact all chair holders annually for an annual report to be sent to each benefactor, working with Associate Dean for External Affairs as necessary.
  • Work with communications and registrar’s office to ensure that online and written publications regarding fellowships, scholarships, professorships and awards are up to date.

Performance Management (20%)

  • Supervise one full-time Administrative Coordinator
  • Help to establish annual goals in MyPerformance and meet with employee to review goals mid-year and end of fiscal year.
  • Coordinate and oversee annual student letter writing event for KSAS major donors, typically coordinated with the help of DAR student intern.

Acknowledgements/Donor Correspondence (10%)

  • Coordinate and oversee the KSAS acknowledgement process through work with an administrative coordinator (direct report)
  • Ensure that all gifts and gift commitments from donors with a KSAS affiliation are thanked in a timely and meaningful fashion by the appropriate staff, dean, faculty member or volunteer.
  • Ensure all gifts received “in honor of” or “in memory of” are properly acknowledged and the family and/or friends of the honoree are informed. 
  • Review gift logs to ensure they are accurate and distributed in a timely manner.
  • Coordinate with staff writer to get regular updates for template letters.
  • Draft and coordinate an annual update letter from the Dean to all prospects who have made major gifts to the Dean’s discretionary funds.
  • Draft and coordinate an annual update letter from the Dean to mandatory and voluntary stewardship donors and other top prospects.  Partner with Central, Principal and Regional and International Programs as necessary.


Bachelor’s degree required with minimum 2 years of development or related experience required.  Previous managerial experience preferred but not required. Required knowledge and skills are as follows:

  • Must be able to work independently and as part of a team, manage projects, determine priorities, and maintain a high degree of professionalism and confidentiality.
  • Must be comfortable working in a complex, multi-divisional organizational, dynamic, fast-paced environment.
  • Strong organizational skills required as well as an ability to manage more than one project simultaneously.
  • Excellent interpersonal and oral communication skills and demonstrated effective writing and editing skills required.
  • Understanding basic concepts of data analysis and be proficient in marketing, communications, and design.
  • Enjoy problem solving and multi-tasking.
  • Must be able to perform well under pressure and within severe time constraints with the highest degree of accuracy and diplomacy.
  • Must be service oriented, discrete and behave ethically at all times.
  • Must be a creative individual with a strong attention to detail,
  • Strong understanding of fundraising preferred.