Assistant Director, Stewardship - Office of Scholarships and Student Support Initiatives

ALUMNI EXTERNAL REL SPEC 3 (006299)

UCPath Position ID: 40088895

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1101754

Approved Date:

4/17/2025 5:44:31 PM

Date Last Edited:

4/17/2025 5:44:27 PM

Last Action Effective Date:

4/20/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6300O

Organization:

EXTERNAL AFFAIRS

Division Code:

6310D

Division:

EXTERNAL AFFAIRS DIV

Department:

404500 - DEVELOPMENT

Position Details

UCPath Position Number:

40088895

Position Description ID

165536

UC Payroll Title:

ALUMNI EXTERNAL REL SPEC 3 (006299)

Business Title:

Assistant Director, Stewardship - Office of Scholarships and Student Support Initiatives

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40057541

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40038567

Department Head Payroll Title:

Fundraising Manager 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Within UCLA's Office of Scholarships and Student Support Initiatives, we believe the magnitude and impact of our donor engagement is broad and deep and we are committed to delivering the highest level of stewardship to all of our donors. When you join us as an Assistant Director of Stewardship, you will work with our highly collaborative and constituent-driven team focused on effectively recognizing, informing and engaging our donors. UCLA is proud to be the leading elite institution for socioeconomic mobility by US News & World Report. Approximately 55% of undergraduates and 79% of graduate students receive some form of financial support at UCLA. Student support initiatives are a key priority for UCLA.  Philanthropic support and the engagement and recognition of our donors ensure the best and the brightest students can attend and thrive at UCLA, regardless of their financial circumstances, creating a brighter future for us all. ). This is an excellent opportunity to bring your ability to create compelling communications, manage and track vital donor information, and develop and expand stewardship strategies to this role.

Under the general supervision of the Director of Development Operations, Scholarships & Student Support Initiatives, the Assistant Director of Stewardship will play a key role in overseeing day-to-day activities that ensure timely, smooth and accurate implementation of our stewardship program.  You will develop and manage the production of meaningful narrative impact reports for donors at all giving levels. As a skilled writer, you will work with our Director of Development Operations, Scholarships & Student Support Initiatives to develop a wide range of compelling donor-driven materials and will have the ability to write about a variety of Scholarships & Student Support Initiatives' impact and topics in a style that is understandable and exciting to a lay audience. As our Assistant Director, you will be deadline-driven and able to produce accurate and engaging materials quickly. You will collaborate with a diverse group of internal constituents, which may include faculty, executive staff, directors, alumni relations and donor relations staff, to facilitate the appropriate stewardship activities. In addition, you will serve as a Scholarships & Student Support Initiatives contact for donors that require help to resolve problems, answer questions and address concerns. You will be a valued member of our highly driven and dedicated team in a supportive environment provided with the inspiration and resources to succeed. We offer staff many professional growth opportunities at UCLA.

**Please note, this is a hybrid position**

Donor Communications and Stewardship Reporting

1. With Dir, Dev Ops write/prepare stewardship reports/donor materials for principal/major gift donors; collaborate on materials.

2. Manage stewardship reporting; track all gift reporting requirements; work with fundraisers/faculty to ensure donors receive reports on time.

3. Manage requests from colleagues to assist with narrative reports, including faculty interviews, drafting, editing and other collaborations.

4. Partner with Dir, Dev Ops/fundraisers to conceive/manage stewardship events as appropriate.

5. Maintain familiarity with relevant SSI news, breakthroughs/stories to develop stewardship content.

6. Participate in reporting strategy sessions with faculty/staff; interview faculty/students/others to gather data for narrative reports; discuss reporting needs/content with donors

40%

7. Serve as lead writer for annual Endowment in Action Report project, writing narrative fund updates for donors.

8. Maintain working knowledge of UCLA and UCLA SSI stylistic preferences and strategic priorities.

9. Maintain working knowledge of fund management and endowed fund policies and practices at UCLA to ensure donor intent is met.

10. Develop and implement fund-reporting procedures to ensure appropriate and timely stewardship of gifts.

11. Draft memos and other materials for leadership review; demonstrate political acumen in dealing with complex and sensitive issues.

0%

Stewardship Program Planning, Tracking and Coordination

1. Assist in managing a broad donor acknowledgement program.

2. Collaboratively design, implement and enhance infrastructure tools and resources to increase program effectiveness.

3. Conduct in-depth research for donor information for endowed, non-endowed, building and other gift funds.

4. Collaborate on development/execution of stewardship strategies. Create agenda/goals/timelines for individual stewardship activities; meet deadlines.

5. Partner with staff to identify/support program needs.

6. Monitor progress; provide updates for team stewardship goals.

7. Partner to ensure consistency of donor relations/stewardship efforts.

25%

8. Develop, monitor and review information tracking processes of past/current donors to enhance relationships and gift propensity.

9. Ensure accuracy and tracking of gift/donor info in database.

0%

Program Analysis

1. Work with Director of Development Operations, Scholarships & Student Support Initiatives to routinely analyze effectiveness of stewardship efforts, identifying opportunities for improvement and implementing best practices.

2. Identify long-term and annual program objectives and outcomes. Provide support to meet objectives.

20%

Donor Relations

1. Partner with fundraisers to provide expert consultation to academic leadership/faculty on donor relations issues and excellence in customer service by resolving donor issues and answering questions to strengthen donor confidence, advance the donor experience and increase donor satisfaction and retention.

2. Work collaboratively with colleagues to create and deliver events and activities that promote meaningful stewardship practices.

3. Participate in the coordination and implementation of appropriate publicity of major gifts and donors within UCLA Office of Scholarships & Student Support Initiatives and University publications and in external print media.

15%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Preferred

A minimum of two years of donor relations, stewardship or development experience including strong knowledge of the donor cycle

Required

Experience with Blackbaud CRM or equivalent database and the use of databases to generate reports.

Preferred

Experience in writing legal, constituent or donor/client-centric materials.

Preferred

Engaged, focused and goal oriented with a high level of initiative, energy, intellectual curiosity and interest in the field of development.

Required

Excellent verbal communication and interpersonal skills to interact effectively with a wide variety of internal and external constituents.

Required

Strong writing and editing skills with a high level of attention to details, facts and deadlines.

Required

Tactical and innovative thinker who works well both independently and collaboratively with others as a team.

Required

Outstanding project management and organizational skills with ability to independently manage several projects simultaneously in a large, complex, dynamic and ever changing environment.

Required

Ability to think strategically about donor engagement and generate creative solutions for stewarding donors in order to maintain and strengthen high-quality relationships with donors.

Required

Ability to interpret financial data for fund tracking, donor stewardship practices and drafting customized stewardship related reports.

Required

Ability to maintain confidentiality and to use discretion when responding to inquiries and handling sensitive information and situations.

Required

Ability to research, analyze and gather data sufficient to prepare summaries and reports. Intuitive and inquisitive in conducting research to provide additional information when needed.

Required

Proficiency with Microsoft suite of applications as well as other applications, programs and databases with willingness to learn new technologies.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Ability to travel as needed.

Ability to work some evenings and/or weekends as needed.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Wilshire Glendon offices

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.