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Constituent Relations Associate, University Arts Programs

3 months ago

Stillwater, United States Oklahoma State University Foundation Full time
VISION: Transform the university through the power of generosity

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University

DEPARTMENT PURPOSE: Raise philanthropic support for Oklahoma State University.

PRIMARY PURPOSE: Will provide proactive, collaborative, and comprehensive support for the Arts Development Team in stewarding and engaging donors.

KEY AREAS OF FOCUS:

Donor Acknowledgements-

  • Implement, manage, and monitor the Team's acknowledgement process designed to ensure appropriate and consistent acknowledgement of gifts.
  • Track and acknowledge birthdays, milestone anniversaries, etc. in unique and creative ways
  • Craft and/or manage the preparation of donor impact reports, etc.
Donor Engagement & Donor Relations-
  • Partner with team members to craft unique donor engagement experiences for donors.
  • Provide proactive analysis of pledges near completion to ensure solicitations occur in a timely manner.
  • Assist with planning and implementation of donor meetings, campus tours, luncheons, board and advisory meetings, and other donor-related events.
  • Create or manage video, photo, and printed communications to acknowledge and inform donors.
  • Develop, implement, and manage student-donor appreciation initiatives for the Team as directed, providing students with organized opportunities to connect with donors and express their appreciation for donor support, (e.g. letter-writing campaigns, thank-a-thons, etc.)
Giving Societies and Special Events-
  • Assist the Arts Team and University Partners in the planning and execution of donor-centered events including but not limited to:
    • Fundraising and other donor events and galas
    • Unit-specific giving society receptions and gatherings
    • Meet and Greet events with artists
  • Provide personalized management and stewardship for members of the giving societies, including assisting with tickets for McKnight Center season and events (ensuring priority seating), invitations to receptions, and regular updates on upcoming concerts, exhibits, and other events.
  • Attend donor events to provide substantive engagement and stewardship support.
  • Manage annual renewal process for giving societies.
  • Maintain donor lists for separate giving societies and communicate with partners for website and playbill updates.


Develop & execute processes designed to support the team in their efforts to prospect, discover, cultivate, solicit and steward donors-
  • Collaborate with the Arts Team to develop, manage, and maintain comprehensive donor engagement plans for top-level donors.
  • Assist in meeting/appointment preparation by gathering agenda information, contacting meeting participants, taking meeting notes and delivering meeting notes/summary to participants as necessary.
  • Assist officers by interacting with others in the Foundation and University to retrieve needed information, create gift documentation, and answer questions resulting from donor visits.
Perform administrative tasks for the Arts Team-
  • Perform required administrative tasks such as filing expense and reimbursement reports, tracking progress of completion of new gift agreements and scheduling meetings.
  • Provide service to development officers with drafting, proofing, editing, formatting, and finalizing correspondence and thank you notes to prospects and donors according to foundation standards. Document correspondence within electronic databases.
  • Oversee budgets, invoice processing, travel reimbursements, expenditures, and travel authorizations for development officers.
Manage information effectively and confidentially-
  • Master the use of internal systems, particularly Ascend, OnBase, and Tableau, to retrieve needed data, input new information and answer questions from donors about their giving history.
  • Maintain confidential donor documents and donor information stored in the OSU Foundation's donor database and archive systems. Prepare, enter, and modify Ascend contact reports, action items and proposals for development officers.
  • Evaluate and analyze data to meet fiscal and fundraising needs for continuous improvement.
Other duties as assigned.

JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications-
  • Bachelor's degree in related area
Experience-
  • 1 - 3 years of professional experience
  • Experience in non-profit, stewardship, or donor relations preferred
  • Experience with MS Office suite
  • Sense of humor and experience having fun
Organizational Competencies-
  • Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids "telling themselves a story" and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions
  • Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU
  • Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work
  • Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions
  • Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty
  • Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improvement
  • Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments


PHYSICAL REQUIREMENTS: Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.