In support of overarching outreach and development goals for the School of Medicine, the director of stewardship and volunteer programs will be responsible for the engagement and outreach efforts for the School of Medicine’s major donors ($100,000 and higher). This position will serve as the project manager for volunteer councils, stewardship initiatives, and other programs designed to maintain and enhance the School of Medicine’s relationship with its 6,500+ alumni, friends and prospects.
Works in partnership with the offices of the president of the university and the dean of the School of Medicine to coordinate communications and special projects, giving these projects high priority for precise and punctual response, maintaining effective communication between all constituents (internal and external) involved in representing the leadership of the university and the School of Medicine.
Interact extensively with trustees, donors, staff, and alumni to develop ideas and initiate collaborative recognition activities.
Work with vice dean, executive director of development, directors and department chairs to identify, cultivate, solicit and steward donors.
Work with other alumni and development staff to identify key alumni and MED friend prospects for strategic involvement with events and programs.
Oversee master rosters of the School of Medicine’s volunteer councils.
Plan and manage engagement and outreach activities for donors and volunteer councils of the School of Medicine.
Facilitate stewardship activities for all events. Create proposals for donor follow up and communication on behalf of the dean and vice president for medical affairs, vice president for medical development and vice dean for external affairs, executive director of development and alumni relations.
As the project manager, provide complete event management and services that include client consultation, program management, preparation of the dean, design, catering, setup/load-out, transportation/parking, support staffing, budgetary matters, communication, event collateral, and follow up. Triage questions/issues and elevate only the most difficult issues to the senior director.
Oversee special projects that require the collection of information, preparation for presentation and dissemination of information across the department. This information may be presented to high-level internal and external audiences.
Manage donor, staff, faculty, and student recognition events hosted by the president and/or provost, in collaboration with various Case School of Medicine departments and external clients to ensure seamless execution. Provide recommendations for list management, seating strategy, agenda, menu planning, etc.
Serving as the event project manager for events involving alumni and friends of the School of Medicine, conduct event planning in accordance with multiple stakeholder needs.
Conduct research, generate presentation materials, and assist with the development of written materials including newsletters and invitations as needed or as related to assigned events and programs.
Provide thorough event briefs and attendance reports for the dean and vice president for medical affairs, vice president for medical development and vice dean for external affairs, executive director of development and alumni relations, and others as necessary. Recommend areas of improvement for future events.
Coordinate and maintain RSVP and prospect lists for all events and activities. Must be able to navigate the university’s development prospect database system.
Coordinate large mailings to various constituencies. Work with mailing houses and designers to produce materials.
Manage the efficient allocation of Case School of Medicine resources to the stewardship of the donor base with an emphasis on market segmentation.
Maintain lists of members of donor recognition levels and assist with related communications.
Create guidelines to determine appropriate donor involvement in ongoing activities and provide lists to other departments and schools as needed.
Assist with new gift recognition events and collaborate with Case School of Medicine and University Marketing and Communications to publicize gift announcements.
Assist with the execution of donor reporting requirements.
Participate on committees and work groups that affect donor and volunteer relationships.
Manage necessary correspondence from the School of Medicine or university to donors.
Collaborate with the writer to assist with responses to donor inquiries, letters, and phone calls and ensure timely resolution.
Manage the Honor Roll of Donors recognition piece, including stories or features, and ensure its timely delivery.
Other Essential Functions
Utilize appropriate judgment and triage questions/issues elevating only the most complex issues to the senior director.
Demonstrate superior interpersonal and negotiation skills when working with internal and external stakeholders.
Assist with preparation and staffing of other School of Medicine events as needed.
Serving as the School of Medicine stewardship project manager, work with the senior director and other department members to develop and oversee a yearly stewardship plan. Serve on the university stewardship committee.
Perform other duties as assigned.
Department: Maintaining high levels of professionalism and exercising sound judgment support the needs and expectations of senior stakeholders including but not limited to the dean of the School of Medicine and her senior leadership team, senior directors, development officers, department chairs and faculty members.
University: In an effort to maintain strong communication with other university offices and to support university alumni relations and development goals, support the needs and expectations of stakeholders including but not limited to the president’s office, senior university leadership, administrative departments, faculty and staff as required to perform essential functions.
External: In order to best represent the School of Medicine and Case Western Reserve University, maintain sensitivity to alumni relations and development goals while interacting daily with external constituents including but not limited to donors, prospects, alumni, foundation representatives, community organizers/advocates, corporate executives government officials, foreign visitors, healthcare officials and academic boards and organizations as required to perform essential functions.
Students: With the goal to encourage future connections to the School of Medicine as alumni, maintain contact with undergraduate, graduate and professional students as required performing essential functions.
No supervisory responsibility.
Experience: Five or more years professional and/or academic experience, preferably in events management, fundraising or alumni relations in a higher-education environment.
Education/Licensing: Bachelor’s degree required. A valid driver’s license is required.
Demonstrated ability to plan, initiate, manage, and evaluate challenging logistical situations.
Professional and effective verbal and written communication skills are necessary including the ability to interact with diverse internal and external constituencies.
Ability to use appropriate judgment and triage questions/issues, elevating only the most complex issues to the senior director.
Ability to use superior interpersonal and negotiation skills when working with internal and external stakeholders.
Demonstrated ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management.
Attention to quality and detail are essential.
Ability to multitask and prioritize in order to meet deadlines is necessary.
Flexibility, tact, approachability and responsiveness are required.
Demonstrated ability to handle sensitive information is essential.
Computer proficiency (including Microsoft Office and database experience) and the ability to learn new programs.
General office environment. Must be able to work outside of regular office hours on a regular basis, including evenings and weekends. Monthly travel required.
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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