Associate Director for the Willamette Annual Fund, Direct Marketing

Posted on 10/17/2018

Willamette University

Salem, OR

Job Description Summary

Reporting to the Director of the Willamette Annual Fund, the Associate Director for the Willamette Annual Fund, Direct Marketing is primarily responsible for planning, directing, and implementing successful broad- based solicitation campaigns to raise unrestricted support from the Willamette community. The position must have superb project management skills and an understanding of the successful components of a solicitation message to grow volunteer engagement in fundraising, dollars raised, and alumni participation rates over the course of the upcoming University campaign. The Willamette Annual Fund focuses on unrestricted support for the College of Liberal Arts, the College of Law and the Atkinson Graduate School of Management.

The position also works closely with annual fund staff and volunteers on message development. The successful candidate will be a proven direct mail and e-mail project manager and data manager with demonstrated ability in fundraising and management, marketing, and communications.

Essential Duties

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Broad-Based Solicitation Program Management (65%)

  • In conjunction with the Director, create, implement, and evaluate a comprehensive broad-based solicitation plan to increase donors and dollars in support of the Willamette Annual Fund program as part of the strategy to meet campaign goals and strengthen alumni participation. The plan will include audience segmentation, timing, messages, and
  • Conceptualize, develop, and manage the process for direct mail and e-mail appeals; manage review and approval process from stakeholders and signers. (Work with outside writer and write segment versions of solicitations. Design or work with designer to produce collateral printed materials as
  • Schedule and manage all broad-based appeals. Oversee each step of the process to ensure that mailings and e-mails are on time and meet exacting standards. Coordinate all outreach with other departments as needed. Serve as the primary contact to designers, graphic purchasing, and mail house. Ensure inventory, postage, and all materials are on schedule.
  • Problem solve and create logic and database queries to develop detailed segmentation mapping. Develop segments and queries that are then able to be used by various departments for both mailings and telefund, revising as necessary in the fiscal year. Input segmentation logic, test, and ensure the accuracy of output for production. Review all outgoing lists for accuracy.
  • Develop, implement, test, and evaluate specific segmentation strategies to increase Willamette Annual Fund program donor retention, upgrades, and acquisition. Involve the team in strategic discussions for review and adjustment of
  • Provide leadership to colleagues in developing their understanding of the fundamentals of direct mail and e-mail
  • Monitor progress toward all broad-based initiatives and goals. Provide a rigorous, systematic review and analysis of all Willamette Annual Fund program activities to find ways to do things more effectively and efficiently. Develop appropriate formats for regular, routine reporting on the Willamette Annual Fund program performance to a broad array of internal and external constituencies. Provide effective reporting and analysis to volunteers, supervisor, and colleagues for use in management decision making.
  • Develop and manage the annual fund budget based on programmatic goals and objectives as reviewed and approved
  • Create and maintain documentation and processes to standardize work within the

Analysis (25%)

  • Compile all broad-based solicitation results; analyze and prepare reports for internal use and to present to the Board of Trustees and Deans and Unit directors. Advise Director in planning strategies for future direct mail initiatives, concepts, and
  • Compile and analyze direct mail program results and
  • Provide evaluation of giving patterns and establishment of goals; report to volunteer leadership. Monitor the progress toward direct mail, e-mail, and participation goals, and ensure they are reached.
  • Create and load audiences after each mailing for analysis. Participate in analysis process including creating reports on mailing results, curves, year-to-year comparisons, etc. Assist in developing, executing, and applying research
  • Run and maintain a monthly donor retention and participation report to effectively track overall goals toward alumni participation for the University. Utilize this information within the Annual Fund program to develop initiatives for achieving

Personal Solicitations (10%)

  • Personally solicit top-level past and potential donors as needed. Document information in the database to assure proper recording and tracking of

Minium Qualifications

  • Education:   Bachelor’s degree required.
  • Experience: Three years in development or equivalent experience; thorough knowledge of the principles and practices of broad-based annual fundraising programs strongly preferred. Experience in direct mail and e-mail solicitation production highly preferred.
  • Computer Skills: Strong Excel skills including formulas, pivot tables, and vlookups are required; familiarity with Raiser’s Edge and NetCommunity preferred

Preferred Qualifications 

  • Detail oriented, highly motivated, and demonstrate an ability to manage multiple projects and deadlines simultaneously. Able to manage multiple and changing priorities. Demonstrated ability to work proactively, with excellent organizational and time-management
  • Conversant in relevant and contemporary technologies and how they can be used in support of communicating and marketing direct mail and electronic solicitation programs, including increasing participation, and measuring and managing
  • Superior communication skills with the ability to connect to a variety of audiences; clarity, crispness, and persuasiveness in written and oral communications. Proven ability to draft effective direct mail and e-mail solicitations in a higher education environment and to guide a successful broad-based messaging platform including a mix of print, electronic, and social media in support of an annual fund
  • Willingness to work evenings and
  • Experience in personally soliciting
  • Demonstrated ability to work successfully and effectively with a wide range of constituents and to manage complex relationships; proven collaboration and teamwork
  • Strong analytical skills and the ability to work, at an advanced level, with desktop applications, databases, desktop publishing applications, reporting applications, networked information systems, and the Internet. Knowledge of data management practices and techniques including data-based computerized information systems, data modeling, and models of analysis that lead to effective decision making on behalf of the program. Strong Excel skills including formulas, pivot tables, and vlookups are required; familiarity with Raiser’s Edge and NetCommunity preferred.

Typical Work Schedule

Business hours are Monday to Friday from 8 a.m. to 5 p.m. typical work schedule is flexible once a pattern of performance is established.

Competencies Statement (University, Department, And/Or Job Specific Competencies Needed for Success 

  • Applicants should have a thorough understanding of Willamette and of the value of a private liberal arts education.
  • Strong leadership skills, an ability to communicate effectively with students, the ability to adapt style to mentor and lead staff with varying levels of work experience, experience providing regular and constructive feedback. Demonstrated history of being approachable, available, and open, and the ability to recognize and bring out the best in
  • All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the

Physical Demands & Working Conditions

Typical work is performed indoors in a normal work environment. Willamette University’s Office of Advancement is composed of three units: Development, University Relations and Advancement Strategy & Operations. We strive to maintain a highly collaborative, upbeat and friendly environment while working diligently on achieving our goals.

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