Program Manager, Major Gifts, Department of Medicine

California, United States
22 Oct 2018
End of advertisement period
22 Dec 2018
Contract Type
Full Time

This position will be moving to the new Stanford Redwood City campus in mid-2019.

Job Code: 4291
Job Grade: I
FTE: 100%; Exempt

Note: Not all unique aspects of the job are covered by this job description


Stanford Medicine, which comprises Stanford University Medical School — a premier research-intensive medical school — and Stanford Health Care — nationally recognized for quality patient care and leading-edge technology — seeks a motivated and energetic Program Manager to join our dynamic team. The Program Manager will support and enhance the success of the Major Gift development efforts for the Department of Medicine, Stanford Medicine priorities and initiatives. This Program Manager reports to the Assistant Director of Administrative Services within Medical Center Development. 


With Stanford’s donor-centric approach to development, every staff member within the Office of Development plays a role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

Implement a specific fundraising program. Operate independently in assigned areas and take responsibility for prospect identification and solicitation, proposal development, and coordination of internal support activities. Work with staff, donors, volunteers, and other university staff to assist in establishing and maintaining relationships with all university constituencies. 


  • Data/Analytics/Reporting – Grateful Patient Program: (30%) 
  • Faculty/Pipeline Management and Tracking (35%) 
  • Events: (10%) 
  • Priority Material Development (proposals, briefings, spotlights): (15%) 
  • Administration/Process improvement/Workflow: (10%)

Data/Analytics/Reporting – Grateful Patient Program: (30%) 
Faculty/Pipeline Management and Tracking (35%) 

  • Works as the main liaison to capture, assess, and track referrals. Proactively analyzes referrals to include new prospects (Tier 5) and active prospects (Tiers 0, 1, 3, 4) and reviews monthly with gift officers
  • Identify highest inclination prospects before taking lists to faculty; accompany specialists to meetings with faculty
  • Proactively report back to gift officers on the status of referrals and assignments; prepares reports for individual meetings with faculty and summarize data
  • Track prospects with multiple faculty interests/connections and drive the process of determining which faculty will reach out
  • Obtain approval from primary staff when patient/prospects have an Office of Development assignment
  • Track referral “holds” and notify gift officers when it is time to check back with faculty about prospects
  • Produce introduction letters and get them signed by faculty and mailed; notify gift officers when it is appropriate to reach out via phone
  • Own the process of developing and tracking faculty spotlight production
  • Maintains and updates Medical Center Development dashboard results on fundraising progress on a monthly basis

Events: (10%) 

  • Leads the development and drives implementation of the event strategy. Propose recommendations based on goals and donor base; strategically identifies and recommends donor groups to attend events and activities
  • Manages overall arc of events and serves as the point person for event implementation. Independently coordinates all elements of event implementation with key stakeholders and owners, including faculty, volunteers, gift officers, events staff and donors as identified. This requires a high degree of sensitivity, diplomacy, and professionalism in working with these groups
  • Manages all follow-up activity including-mailings and materials to major gift officer and annual officers to ensure proper and timely engagement and drafting of acknowledgments to donors/attendees. Responsibilities also include working with the research team on the timely execution of ratings and assignments of leads to major gift officer’s for new prospects
  • Works closely with volunteers and manages unique aspects of lists, messaging and updates
  • Supports donor requests for third-party fundraising events and memorial gifts or other non-major or leadership level donors that require special attention. Works directly with donors, faculty and support staff from Medical Center Development to ensure donors are supported and Stanford guidelines are followed

Proposal/Priority Material Development: (15%) 

  • Supports team in the preparation of draft briefing materials, letters, faculty spotlights, gift opportunities, priorities and overviews and other communication for faculty, donors or volunteers
  • Coordinates with the appropriate Medical Center Development teams and ensures the projects are on track and consistent with the developed strategy

Administration/Process Improvement/Workflow: (10%) 

  • With the Development Coordinator, attends meetings to capture notes, next steps and supports the active follow-up. Responsibilities include but are not limited to:
    • Summarizing and taking responsibility for key action items, distributing information and managing follow up with appropriate field staff
    • Documenting information gathered from various visits and discussions and preparing materials to respond to donor’s requests, including proactive pipeline management with member prospects (reports, reminders of activity)


  • Based on fundraising analysis, develop strategies for development activities, solicitation assignments, and progress. Monitor, analyze, and report on overall results to internal and external constituencies.
  • Steward and manage established relationships to maximize engagement, renew annual giving, and present new opportunities; cultivate and solicit gifts to the university.
  • Stay informed on current university initiatives and activities.
  • Implement and manage programs to involve targeted populations in fundraising and volunteer activities.
  • Work with a portfolio of assigned prospects to cultivate, solicit, and steward their support.
  • Establish ongoing relationships with individuals through personal visits, phone calls, and meaningful contacts.
  • Prioritize prospects, prepare background information, make volunteer assignments as appropriate, and follow up with volunteers to ensure completion of assigned solicitations.
  • Work closely with other colleagues in development to align program goals with the overall giving goals of the university's development organization.

* - Other duties may also be assigned


Education & Experience:

Bachelor's degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills, and Abilities:

  • Ability to work efficiently, juggle tasks simultaneously, meet deadlines, and achieve goals.
  • Excellent interpersonal skills, and ability to interact with a wide range of people.
  • Outstanding communication skills and exceptional attention to detail and follow-through.
  • Ability to effectively communicate with both internal and external constituents.

Certifications and Licenses:

Valid California Non-commercial Class Driver's License.


  • Frequently perform desk-based computer tasks, sit, and use a telephone, stand/walk.
  • Occasionally light/fine grasping, lift/carry/push/pull objects that weigh up to 10 pounds, writing by hand.

Ability to obtain and maintain a California Non-commercial Class driver’s license.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


May require working flexible hours, including nights and weekends. 


  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,