Stewardship Coordinator in Health Development and Alumni Affairs

North Carolina, United Sates
23 Nov 2018
End of advertisement period
23 Jan 2019
Contract Type
Full Time

Job Description

Occupational Summary:

The Senior Stewardship Coordinator reports directly to the Associate Director of Stewardship for Duke Health Development and Alumni Affairs. This position manages the leadership level gift acknowledgement letter program and strategy for DHDAA, and assists in developing strategic stewardship plans for major, leadership,principal, and transformational donors to Duke Health. These activities focus on donor recognition and stewardship, and consistently involve the highest level Duke Health leadership, as well as faculty,administrators and development staff, in addition to personal contact with donors. This position works in collaboration with colleagues in stewardship and major gifts 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%) Acknowledgement Letters & Written Communications

  • Compose highly customized acknowledgement letters on behalf of Duke Health leadership including the Chancellor, the Dean of the School of Medicine, the Dean of the School of Nursing and the Executive Vice President for Duke University Health System. 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.
  1. Manage weekly acknowledgement letter process through letter writing,signature collection, data collection, and distribution.
  2. Analyze weekly acknowledgement reports to determine which gifts and commitments to Duke Health require acknowledgement from Duke Health leadership.
  3. Research gift details, ‘moves’, donor relationships and interact with Duke Health Development Officers to gather pertinent points to include in the acknowledgement letters.
  4. Interface directly with Office of the Chancellor and Deans’ Offices to ensure proper reviews and live signatures of acknowledgement letters.
  5. Oversee recording of leadership letters as a ‘move’ in DADD (Duke Alumni and Development Database), with support from the Stewardship Staff Assistant.
  6. Manage the acknowledgement of honor and memorial gifts and gifts made by Duke Health faculty and staff.
  7. Oversee the proper archiving of acknowledgement letters in DHDAA central files, with support from the Stewardship Staff Assistant.
  8. Manage the process of sending pre-printed acknowledgement cards and pledge payment postcards for certain gifts as required by acknowledgement SOPs, with support from the Stewardship Staff Assistant.
  9. Work with the Sr. Director of Operations to prepare custom acknowledgment and term-related letters to members of the Board of Visitors.
  10. Work with Communications team to review and regularly update acknowledgement letter language.
  11. Maintain the DHDAA acknowledgement matrix, the record of all acknowledgement letter levels and signatories for Duke Health gifts.

(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. 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.

(20%) Donor Relations Project Management and Special Projects

  • Work with the Associate Director of Stewardship to manage the cumulative giving society for donors with $1 million or more in lifetime giving to Duke Health – the Pinnacle Society.
  1. Manage special stewardship communications to members of the society.
  2. Manage updates to the donor wall for the Pinnacle Society and strategic use of physical recognition to steward members of the society.
  3. Maintain accurate data in DADD of members of the Pinnacle Society,listings on Pinnacle wall, and other stewardship gratuities. Coordinate the production of customized donor recognition pieces as needed, such as photo books, framed resolutions,or gifts. 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. Manage Duke Health Development and Alumni Affairs annual holiday card,including all project management associated with mailing data, card design, gift officer signing, and mailing. Other duties as assigned.


\Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program.


Minimum of two years of experience (4 + 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.


Must be comfortable and professional when interacting with the Chancellor’s office and other high-level university officials and donors. Proven excellence in verbal, written, analytical, and research skills.(Writing samples will be requested upon interviewing.) 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. A positive attitude regarding repetition and tenacity in securing approvals of written materials.Knowledge of special events and print production helpful. Excellent computer skills, including advanced or strong knowledge of Microsoft Excel.

Requisition Number: 401511774
Location: Durham 
Job Family Level: 12
Exempt/Non-Exempt: Exempt 
Full Time/Part Time: FULL TIME 
Regular/Temporary: Regular 
Shift: First/Day

Minimum Qualifications

Duke University 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 essential job 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.


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


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

Auto req: ID106332BR