Stewardship Officer, Communications and Engagement
Stewardship Officer, Communications and Engagement
Reporting to the Associate Director, Development, Faculty of Health Sciences (HS), the Stewardship Officer, Communications and Engagement, helps to cultivate existing donors for additional gifts and also fosters long-term relationships between these donors, their families, and the university. Stewardship is an essential part of the fundraising cycle of identification, cultivation, solicitation, recognition, and accountability for the appropriate use of donor gifts.
The Stewardship Officer, Communications and Engagement, is responsible for the development and implementation of strategic and targeted donor outreach and stewardship communications programs and special events designed to ensure that Queen’s donors are appropriately recognized and to nurture strong relationships with alumni and other supporters. Program responsibilities include planning, executing and evaluating stewardship activities; developing and implementing strategic communications plans to multiple audiences; preparing a variety of communication materials through diverse channels of delivery including cases for support, proposals, impact reports, donor/alumni stories, etc.; and contributes to special projects such as annual giving solicitations and the planning of faculty or department specific events and reunions. This requires the incumbent to serve as a project manager, editor and writer for a wide variety of print and electronic projects, and to interact with all members of the Queen’s community, including faculty, staff, senior administration, donors, and volunteers.
Note: This position requires the ability to occasionally travel, and work on evenings and weekends when necessary according to program or area needs.
DUTIES AND RESPONSIBILITIES:
- In collaboration with the Executive Director and the FHS Development team, creates and manages the FHS development communications strategy in support of the faculty’s alumni engagement and donor solicitation strategic plans. Ensures plans and programs reflect the strategic objectives of FHS, and Advancement shared goals more broadly. Fosters relationships with Advancement colleagues, faculties, departments, alumni, donors, students and volunteers, in order to accomplish programmatic goals.
- Works with the Advancement Communications, Marketing, Events and Donor Relations, and FHS Marketing & Communications to ensure communications with alumni and donors is strategic and effective at communicating the needs of the university, and in particular thanking donors for their support in moving the university forward. Considers the most strategic use of university leaders, including the Principal, Deans, and other senior administrators; and how best to leverage communications from volunteers, including the Chancellor, Board Chair, and Dean’s Council.
- Creates and manages communications and special event initiatives that support FHS and Advancement fundraising and engagement objectives. Identifies donor audiences, tactics, messaging and evaluation to ensure communications activities support objectives.
- Works with FHS and Advancement Marketing & Communications to select, write and edit feature stories and social media posts for campus community communications and alumni and donor communications. Gathers information for written and electronic products, drafts interview questions, identifies and writes feature stories on faculty, staff, senior administrators, students, alumni and donors for feature stories.
- Takes a lead role in writing case statements, donor proposals and briefing notes in support of key solicitation opportunities.
- In consultation with the Executive Director and Advancement Communications and Marketing, engages with key audiences through a variety of social media channels. Follows the Queen’s Social Media Guidelines, recommends, develops and regularly posts content, which may include basic photo video capture and editing, responds to questions, and moderates online discussions, as needed, to support communications objectives.
- In conjunction with Donor Relations, develops and implements communications and marketing for FHS programs including consecutive/loyal donors; first time donors; $100,000 protocol; stewardship reports/activity reports; and FHS top prospects.
- Ensures adherence to communications standards for FHS and the Office of Advancement through proofreading, consistent use of language and the Queen’s Style Guide.
Stewardship and Special Projects
- Works in conjunction with Donor Relations to create individualized stewardship plans for the faculty’s top donors. Develops reports on use of faculty funds to report impact and demonstrate accountability to donors.
- Provides oversight on the delivery of key fundraising and stewardship events including event budgets, timelines and other aspects of the event project, ensuring events are delivered on time, within budget and with a high degree of guest satisfaction. Works effectively with internal and external event suppliers to reach optimum event solutions and services.
- Manages, coordinates and maintains all stewardship materials, including print, website, social media, and e-marketing to ensure effective messaging of donor stories and impact of giving. Works in collaboration with Central Advancement on lifetime giving milestones and donor walls, corresponding naming and recognition opportunities. Liaises with Central Advancement and FHS Marketing and Communications to ensure consistent messaging.
- Evaluates program performance and needs; provides accurate and timely program analysis and reporting to key stakeholders; makes recommendations to the Associate Director for changes designed to enhance program effectiveness. Identifies, analyzes and interprets data; understands the integration of FHS to Donor Relations initiatives across the university and identifies areas for further integration and improvement; designs and implements changes as they pertain to maximizing donor outreach and stewardship.
- Acts as a project lead in the coordination of solicitation strategies for designated special projects in conjunction with other leaders in Advancement.
- Works in conjunction with the Department of Alumni Relations and Annual Giving to develop, implement and refine integrated alumni engagement strategies both on campus and internationally.
- Keeps abreast of emerging trends of alumni, student, donor and volunteer attitudes, perceptions and behaviours, and stewardship communications, including demographic cohort trends and survey evaluation. In consultation with the Associate Director, designs and implements innovative and sophisticated relationship-building programs that address these trends and cultivate life-long involvement of donors with the university.
- Undertakes other duties as assigned in support of the unit or department.
- University degree required.
- Minimum three years of proven experience in a customer-focused, communications, fundraising, volunteer management or a related environment, preferably in an educational setting.
- Experience developing and executing effective communication and stewardship plans.
- Proven success in interacting with alumni and benefactors, preferably in an educational environment.
- Demonstrated ability to effectively research, write and edit to deadlines for diverse communications (proposals, stories, announcements, case statements) for print, web, e-communication and social media.
- Experience in planning and staging a wide variety of special events that support relationship-building, preferably in an educational setting.
- Demonstrated successful experience in coordinating multiple projects and tasks, while meeting deadlines and maintaining accuracy.
- Experience in program analysis and reporting.
- An understanding of accessibility issues and federal and provincial legislation pertaining to electronic communications regarding accessibility, privacy and electronic security and anti-spam.
- Ability to use and implement new technologies to FHS and the Office of Advancement’s advantage.
- Advanced knowledge of operating systems including Windows, Microsoft, Adobe Suite (InDesign & Photoshop), database packages (Advance), website updates and email creation in HTML format, online event registration (Exware), e-communication systems, and Internet tools for data and statistical analysis.
- Knowledge and understanding of Queen’s culture and organization considered an asset.
- Valid G-Class driver’s licence.
- Consideration will be given to an equivalent combination of education and experience.
- Strong communications and interpersonal skills to anticipate needs and present data findings/analysis and make business recommendations to staff at all levels of the organization.
- Exceptional writing, editing and proofreading skills for electronic and print-based communications. Knowledge of standard concepts, practices and procedures in the use of English grammar, punctuation and syntax. Ability to easily change writing styles and alter and repurpose text to fit the audience and voice of the intended communications. Proven ability to quickly and effectively gather information by means of interviews, database research, etc.
- Proactive, critical and creative thinker able to identify potential story ideas/photo opportunities that enhance FHS and the Office of Advancement social, digital and print communications.
- Ability to place social media communications in the broader organizational context and make content decisions accordingly.
- Excellence in researching and interpreting information from diverse sources; selecting appropriate methods of analysis, monitoring emerging trends and issues, and disseminating information.
- Strict attention to detail and accuracy, with an appreciation for the implications of errors for the university, FHS and Office of Advancement with respect to reputation and relationship building.
- Strong customer focus, with a proven ability to develop and maintain effective working relationships with others by working cooperatively or independently to accomplish shared goals and objectives.
- Results oriented and works to achieve desired organizational goals by meeting or exceeding standards. Consistently delivers results, sets and achieves goals, consistently complies with quality and accessibility standards and meets deadlines; maintains focus on organizational goals.
- High level of tact and discretion, maturity and good judgement, and the ability to deal with sensitive issues in a professional manner.
- Proven time management and project management skills including an understanding of project management principles, practices, techniques and tools. Ability to prioritize among many competing demands and work effectively under pressure.
- Understanding of the major issues that impact the reputation of Queen’s and its learning environment.
- Based on sound fundraising principles, alumni attitudes and behaviours, works with the Associate Director to determine what information is newsworthy and valuable for furthering FHS alumni engagement and donor communications strategic objectives.
- Determines most effective means to ensure effective and consistent donor recognition and stewardship.
- Determines appropriate and necessary content for various communications vehicles, the optimal mode to use to communicate messages, and maintains timeliness of materials.
- Makes recommendations on solicitation strategies for specified interest groups based on sound fundraising principals and in the best interest of the university.
- Ensures optimum outcomes for both donors and the university; identifies optimum strategies to promote program goals while maximizing available resources.
- Identifies necessary constituents for interviews and further consultation in adequately preparing stories and other communications materials.
- Determines which university stakeholders need to be consulted in arriving at decisions regarding communications. Recognizes when to call on other staff members in FHS and Advancement to take advantage of their expertise.
- Determines relevant information to facilitate evidence-based decision-making.
- Determines appropriate report format and detail level, for different audiences.
- Recommends strategies to measure and benchmark the effectiveness of communications and special initiatives.
- Allocates time, prioritizes tasks and determines workflow to ensure needs of internal and external stakeholders are met. Assesses the nature of a request, adjusts priorities, and manages tasks in a fast-paced and demanding environment to achieve optimum efficiencies and productivity.
- Anticipates, analyzes and solves problems and implements solutions, alone or cooperatively, on how best to respond to the needs of alumni, volunteers and benefactors; alone or cooperatively.