Item 3.I – Oct 15, 2010
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable): Keiko Weil (R4); Vacant (R3),
Elizabeth Welsh (R2); Vacant (R1)
Current Title: See Below
Position #(s): 16565; 17031
Current Range: See Below
(JCC: )
Department: Development and Alumni Relations
College/Division: VP Development and
Alumni Relations
Account #(s): 1101-103-0001
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Coordinator, Donor Relations (3C;CM8509;CC043;E)
Manager, Donor Relations (3C;CM8505;CC570;E-17031)
Assistant Director, Donor Relations (3C;CM8505;CC570;EDirector, Donor Relations (3C;CA8009;CC282;E-16565)
)
Range:
1
2
3
4
JCC (Current
or new HR
assigned):
77191
76900
76808
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
__________________
Date
____________________________________________________________
Director/Chair/Dean
Bruce Mack
AVP, Development & Alumni Relations
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature John Carothers
Date
Vice President, Development and Alumni Relations
Action Approved by the President (Completed by Faculty HR):
Position #:
EEO Code: 3C
CUPA Code:
Exempt: Yes or No Census Code:
Job Class Code:
Range:
Effective Date:
Approved Title:
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Donor Relations department in the Development and Alumni Relations (DAR) division at the
University of Nevada, Reno (UNR) is responsible for creating, managing and sustaining effective
programs and services that enhance and sustain donor relations to encourage lifetime giving to the
university as well as solicit gifts.
Range 1 – Coordinator:
The Coordinator of Donor Relations provides general support of donor relations functions of gift
acknowledgement, donor recognition and stewardship reporting activities as well as general
development activities.
Range 2 - Manager:
The Manager of Donor Relations provides production coordination and management of donor
relations functions of gift acknowledgment, donor recognition and stewardship reporting activities.
Responsible for establishing and managing procedures and systems for general scholarship
stewardship and endowed fund stewardship reporting. Works closely with donors and potential
donors for gift solicitations, gift questions and concerns, and reporting and fund information.
Range 3 – Assistant Director:
The Assistant Director of Donor Relations helps to direct a comprehensive stewardship program of gift
acknowledgement, donor recognition and stewardship reporting. The incumbent is responsible for
managing stewardship activities in an integrated, coordinated and consistent fashion for the division
and campus. In partnership with development stakeholders, assists in developing stewardship
standards, procedures and tools, and guides their implementation. Manages portfolio of assigned
donors and donor prospects for cultivation and solicitation purposes.
Range 4 - Director:
The Director of Donor Relations is the university’s senior stewardship specialist, responsible for
leadership and overall management of the donor relations program including developing standards,
procedures and tools that lead to campus-wide stewardship consistency and excellence, and
effectively orchestrates gift acknowledgement, donor recognition and stewardship reporting activities
to ensure the highest quality and consistency of experience for university donors. Manages portfolio of
assigned donors and prospects for cultivation and solicitation, develops and assists with fundraising
programs and campaigns.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
Range 1 – Coordinator
70% - Gift Acknowledgement, Recognition and Stewardship
 Provide general support for gift acknowledgment, donor recognition and stewardship reporting
activities
 Draft, proof and edit gift acknowledgements
 Draft recognition briefs and stories, assist with recognition events
 Compile information for stewardship reports, including basic research
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 3
30% - Development Support
 Assist with department and development support, including researching and answering fund
and gift questions, providing and compiling information and assisting with development events
and projects
 Assist with Foundation Scholarship committee activities
 Build relationships with donors, vendors, and campus department personnel
 Maintain systems to manage the donor acknowledgement and reporting processes.
Range 2 - Manager
75% - Gift Acknowledgement, Recognition and Stewardship
 Oversee production of the department’s programs and activities relating to gift
acknowledgement, donor recognition and stewardship reporting
 Complete donor recognition activities including production coordination for the annual donor
honor roll for the alumni magazine "Silver & Blue,” production of development collateral
materials, capital project updates and namings, and website updates
 Manage condolence, milestone event and holiday recognition activities
 Coordinate the annual Honor Court celebration event and other periodic events for donor
recognition and scholarship donors and recipients, including event logistics
 Stewardship reporting of general scholarship funds (those funds that do not fall under the
pervue of a specific school or college), including managing a system of funds by reporting to
donors regarding use of funds and recipient information; gift impact/use of funds on DAR
giving site and annual report in donor issue; report to donors with capital project updates;
coordinate annual endowed fund reporting program
15% - Development
 Build relationships for cultivation and solicitation purposes
 Manage gift solicitations for general scholarships, matching gift support and assist with
fundraising projects and campaign
 Provide support for development and stewardship activities, including assistance with
school/college and planned giving development and stewardship activities
10% - Donor Relations Department Administration
 Manage activities of Foundation Scholarship Committee (Foundation External Board of
Trustees) and compile board reports. Act as a liason between the trustee’s and campus staff
 Assist in establishing priorities and goals of the department, monitor and assess performance
 Develop and monitor event and program budgets including negotiating with vendors
 Develop and maintain systems
Range 3 – Assistant Director
70% - Gift Acknowledgement, Donor Recognition and Stewardship Reporting
 Serve as Donor Relations liaison for Development Officers, providing training and information
regarding acknowledgements, recognition and stewardship reporting
 Responsible for coordinated, efficient and effective gift acknowledgement program
 Develop and implement recognition activities
 Responsible for oversight and completion of new gift/pledge and endowed fund agreements
with development officers (duties may include direct contact with donors)
 Manage centralized endowed fund reporting program serving all schools/colleges
20% - Development
 Cultivate and build relationships for cultivation and solicitation purposes (duties will include
direct solicitation of gifts).
 Handle general gift inquiries from donors and faculty and follow up or assign as appropriate
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator


Page 4
Manage and participate in specific development and fundraising projects
Responsible for individual assigned prospects/donors
10% - Staff and Department Management
 Employee development, training and supervision
 Manage coordination of information for reporting efforts with Financial Services and Records
and other university areas
 Prepare reports and analyses reflecting progress, adverse trends and appropriate
recommendations or conclusions
Range 4 - Director
60% - Program Policy and Procedural Oversight
 Develop and enhance campus-wide stewardship efforts and evaluate effectiveness, quality
and efficiency of programs on an ongoing basis
 Develop standards and guidelines for university-wide donor stewardship practices and
implementation; collaborate with leadership, departments and others to ensure systems and
tools are in place to support outstanding stewardship practices
 Oversee creation and quality control of stewardship and recognition communications including
the annual donor honor roll and annual endowment reporting, including underwater
endowment processes and procedures
 Oversee Honor Court recognition and assist with other recognition societies
 Serve as ombudsman and liaison for University administrators or donors whose questions
require investigation into financial, legal, procedural or data management matter
 Serve as expert resource for other University staff regarding best practices for high quality
stewardship of donors, alumni and friends, including presentations, training, and consultation
25% - Development
 Research, develop and participate in the fundraising efforts of the University, to include
specific prospects, projects and campaigns
 Initiate and maintain contact with donors and prospective donors for cultivation and solicitation
purposes, including major gifts (duties include direct solicitation of gifts)
 Design and implement targeted programs that support development objectives
 Train and assist in the skill and development of fundraising officers
15% - Staff and Department Management
 Develop department priorities, goals and budget and monitor and assess performance
 Hiring, performance evaluation and coaching of donor relations staff
 Ensure appropriate delegation of responsibilities and projects
 Responsible for gift/pledge agreement, reporting and acknowledgement compliance with
University procedures and charitable gift guidelines
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division
and/or the university as a whole.
Level of Freedom
Range 1 – Coordinator:
Incumbent works independently but with direct supervision. Incumbent works in consultation with the
Manager, Assistant Director and Director, and completes specific but multiple tasks with specific
guidance concerning priorities and procedures to be used.
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 5
Range 2 – Manager, same as Range 1 plus:
Incumbent must work independently under limited supervision and with some latitude for initiative.
Incumbent completes a variety of difficult but usually fairly well defined and related problems by
applying precedent, policies and procedures. Absent other forms of guidance, decisions are made in
consultation with the Assistant Director and/or Director.
Range 3 – Assistant Director, same as Ranges 1 and 2 plus:
Incumbent must work independently under minimal supervision and with considerable latitude for
initiative and independent judgment. Incumbent applies broad policies to problems and situations not
falling clearly within precedents and may require adopting or modifying methods to meet changing
conditions. Decisions outside these parameters are made in consultation with the Director.
Range 4 – Director, same as Ranges 1, 2 and 3 plus:
Incumbent must work independently with little direct supervision and with considerable latitude for
initiative and independent judgment. Incumbent resolves diverse and difficult problems requiring
practical, often innovative solutions. The Director is accountable for decision results and consults with
the Vice President and/or Associate Vice President, DAR for strategic decisions.
Impact
Range 1 – Coordinator:
It is imperative that the work product provided by this position be accurate and of high quality, as the
end product produced by this position may directly impact the perception of the university by its
donors, friends and alumni. Poor work product could adversely affect both the institutional image of
the university, and the Foundation’s ability to raise funds.
Range 2 – Manager, same as Range 1 plus:
Inadequate performance may result in delays or inefficiencies in gift acknowledgement, donor
recognition and/or stewardship reporting efforts.
Range 3 – Assistant Director, same as Range 1 and 2 plus:
Inadequate performance has a detrimental effect on the achievement of objectives related to major
university fundraising goals and donor relations efforts.
Range 4 – Director, same as Ranges 1, 2, and 3 plus:
Donor Relations efforts preserve the opportunity for further support. Donor Relations efforts keeps
information flowing from institution to donor and donor to institution so that donors feel appreciated
and recognized, and they become close to the university and continue their support. In addition,
stewardship offers legal and public relations protection to the university by ensuring that gift
restrictions are clarified and documented. The judgment of and decisions made by this position
impact the division’s ability to attract and retain donors who are critical to the financial and strategic
goals of the university.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Range 1 – Coordinator:
Knowledge of:
 Computer hardware and software capabilities and information management, including
databases, spreadsheets, and general research practices
 Grammar and formatting of English language sentence structure for communication in
documents
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 6
Skills:
 Strong verbal and written communication skills
 Organizational skills, including the ability to set priorities and manage a variety of projects
simultaneously
 Interpersonal and public relations and customer service skills, including the ability to interact
effectively with coworkers, students, volunteers, administrators, alumni and donors
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
 Attention to detail
Ability to:
 Interact effectively with donors, alumni, campus departments, vendors, co-workers, volunteers
and students.
 Strictly adhere to the highest professional ethics, confidentiality, discretion and judgment due
to the sensitivity of information and data
 Maintain a timely, consistent, consumer-oriented approach with customers and/or clients
 Work weekends and evenings on scheduled programs, events and projects
 To understand the University mission, vision, values and effectively communicate to the public
 Apply established rules and procedures and make decisions that affect quality, accuracy, or
effectiveness of results
Range 2 – Manager, same as Range 1 plus:
Knowledge of:
 Higher education and higher education fundraising
 Donor relations and stewardship practices
 Revenue generation/fund raising techniques
 Understanding of the working of a development office and fund raising terminology
 Generally accepted accounting principles and practices
 Relational database queries and reporting
Skills:




High degree of attention to detail
Proficiency with fundraising software
Planning, producing and evaluating programs and projects
Analytical skills in developing and maintaining systems and procedures, financial
management, budgeting, reporting and analyzing trends and data
Ability to:
 Set and achieve goals and work within strict deadlines
 Work effectively with large and diverse staff, alumni, donors and volunteers
 Evaluate and effectively use information from a wide variety of sources
 Research issues/situations, develop and provide solutions, make appropriate decisions while
bringing concerns to management
Range 3 – Assistant Director, same as Range 2 plus:
Knowledge of:
 All aspects of fundraising, including capital campaigns, major gift cultivation and solicitation,
planned giving, proposal and grant writing, communications, annual fund solicitation,
development events and alumni relations
 Human resources management and supervisory skills, including an ability to teach and mentor
staff to achieve both timely completion of goals and donor satisfaction
 Higher education accounting and business procedures
 Charitable gift substantiation and disclosure requirements
 Financial and narrative reporting
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 7
Skills:
 Excellent written and verbal communication in order to listen and communicate persuasively
and effectively
 Decision-making and problem-solving skills
 Technical and legal writing skills
 Direct fundraising, cultivation and solicitation skills
Ability to:
 Share ideas and convey them in an efficient manner
 Manage, prioritize, and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus on organizational goals
 Supervise, train, mentor and motivate staff
 Work effectively with large and diverse staff, alumni, volunteers, and potential donors
 Interact effectively with development officers campus-wide for acknowledgement, recognition
and stewardship effort
Range 4 – Director, same as Range 3 plus:
Knowledge of:
 Advanced understanding of the working of a development office including capital campaigns,
planned gifts, major gifts and annual giving programs
 Advanced understanding of donor relations best practices and implementation
 Management of endowed funds and sophisticated reporting methods
 Higher education working environment to include organizational structures, operations and
policies
Skills:
 Fiscal management and budget development
 Leadership skills
Ability to:
 Be an effective role model exercising sound judgment, initiative, and creativity
 Develop strategic plans, implement programs, organize, initiate and motivate
 Plan and implement programs in collaboration with campus-wide efforts
 Work effectively with large and diverse staff, alumni, volunteers, advisory board members,
donors and potential donors
 Learn, interpret and apply complex processes
 Translate university goals and/or policies into operational plans and procedures
 Contribute to and support the department, college, and university strategic plan
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Range 1 – Coordinator
Development staff
Range 2 – Manager:
Departmental faculty and staff
Students
Reason for Contact
Share and provide information, resolve problems, clarify issues
Same as Range 1, plus:
Resolve problems, provide information, clarify issues
Request appreciation notes, answer questions
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 8
Range 3 – Asst Director:
Administrators and directors,
including college-based
development directors
Range 4 – Director:
President, Vice Presidents,
Deans, Directors, and
Development staff
Same as Range 1 and 2, plus:
Share and provide information, resolve problems, consult and
exchange ideas, collaborate
External
Range 1 – Coordinator:
Vendors
Alumni and volunteers
Reason for Contact
Range 2 – Manager:
Donors and potential donors
Advisory board members
Range 3 – Asst Director:
Donors, potential donors,
business and community leaders
Range 4 – Director:
Donors, potential donors,
business and community leaders
Same as Range 1, 2 and 3, plus:
Share and provide information, resolve problems, consult and
exchange ideas, collaborate, plan, focus stewardship efforts
Place orders, negotiate, resolve problems
Provide information, provide direction, assign and schedule tasks,
resolve problems
Same as Range 1, plus:
To meet their needs and expectations, share and provide
information, resolve problems, consult and exchange ideas, clarify
issues, solicit gifts, negotiate services, and public relations with
focus on donor gift stewardship
Provide information, provide direction, schedule tasks and
meetings, resolve problems
Same as Range 1 and 2, plus:
To provide and/or gather information, provide information, resolve
problems, cultivate and solicit major gifts, and public relations with
focus on donor gift stewardship
Same as Range 1, 2 and 3, plus:
Frequently provide and/or gather information, provide information,
resolve problems, cultivate and solicit major gifts, and public
relations with focus on donor gift stewardship
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than
the qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Range 1, 2, 3 and 4:
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above
required education necessary for a person entering this position.
Range 1:
Bachelor’s Degree and one year of professional experience or a Master’ Degree.
Range 2:
Bachelor’s Degree and two years or a Master’s Degree and one year of professional
experience in donor relations, development, non-profit management, fund raising,
alumni relations, public relations or marketing
Position Description – Donor Relations – Director, Assistant Director, Manager, Coordinator
Page 9
Range 3:
Bachelor’s Degree and three years or a Master’s Degree and two years of professional
experience in donor relations, development, non-profit management, fund raising,
alumni relations, public relations, or marketing, preferably in higher education or other
large, complex institution, to include supervisory experience.
Range 4:
Bachelor’s Degree and five years or a Master’s Degree and three years of professional
experience in donor relations, development, non-profit management, fund raising,
alumni relations, public relations, or marketing, preferably in higher education or other
large, complex institution, to include supervisory experience.
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None