Manager for External Relations

Updated: 21 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

The Manager works with significant independence and must have detailed knowledge of the Development and Alumni Relation's goals, vision, and priorities. The manager will oversee highly confidential information and will function as a liaison with inter and intra-departmental and institutional units. This position also involves extensive interaction and collaboration with the associate dean and staff in planning and implementing programs and events which support the overall strategy and goals of the WSOM and the department. This will include direct contact with some of the school's highest-level donors and prospects, Visiting Committee, and other volunteers. The manager is responsible for managing the business activities of the department, including but not limited to researching major gift prospects, developing briefing materials and presentations for meetings, establishing, and maintaining a departmental shared drive and calendar, donor relations and communications, budgeting, volunteer management and other priority operations of the External Relations team. The manager will also be responsible for strategizing, planning, and executing meetings, programs and events that are hosted by the external relations department and focus on recognition of targeted groups of donors. As the team player for alumni events, the manager is responsible for supporting assigned events to include budget/invoice coordination, preparing presentations, list coordination, managing relationships and overseeing meeting/event logistics. Work involves independent judgment and decision making to implement strategies and tasks necessary to support events. Assigned events include but are not limited to  receptions, luncheons, award ceremonies, webinars.  


 

ESSENTIAL FUNCTIONS

  • Provide direct, high-level administrative support to the associate dean and staff in planning and implementing all aspects of major gift fundraising, cultivation and stewardship activities that support the overall strategy and goals of the department. Manage all calendaring for the associate dean's meetings, on and off campus visits, events, and interact with prospect research to compile pre-meeting briefings and post-meeting follow up. (20%)
  • Manage details for donor and alumni relations events, in collaboration with various Weatherhead departments and external clients to ensure seamless execution. Assist with event management and services that include client consultation, planning and design, organization direction and control, and evaluation of program management, catering, setup/ load-out, transportation/ parking, support staffing, etc. Triage questions/issues and elevate only the most difficult issues to the Associate Dean. Provide recommendations for list management, seating strategy, agenda, menu planning, etc. (15%)
  • Develop and utilize robust and in-depth reporting tools in advancement database to support prospecting, campaign opportunities and performance as directed by associate dean and in support of development staff. Provide research through internal and external tools, contacts, and proposal preparation for associate dean and development staff. Collaborate with Advancement Services (10  15%)
  • Prepare communications including thank you notes, recognition items, photographs, and keepsakes as appropriate. Facilitate stewardship activities for all events. Create and implement proposals for donor follow up and communication. (10%)
  • Organize and support the dean's visiting committee and key external stakeholders through direct contact, proposal packaging, campaign activities, and follow-up in support of leadership volunteers, the dean, executive assistant to the dean, associate and assistant deans, and executive director. (10%)
  • Collaborate with the director of annual fund and communications to develop and manage an acknowledgement process in support of annual fund and donor communication activities, with timely and personal stewardship mechanisms for all pledges and gifts. Develop recommendations to improve future activity. (10%)

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    NONESSENTIAL FUNCTIONS

  • Manage office's budget process in cooperation with the Associate Dean.  Provide analysis and process expense reports, reimbursements, requisitions, and other required financial and budgetary requests. Forecast future expenditures and provide budget forecast recommendations for the department. Track and order office supplies and maintain accurate documentation for budget reconciliation. Monitor expenses generated by department special events, travel costs including flights, hotels, car rentals, catering, and equipment. (5%)
  • Serve as primary contact for incoming and outgoing communications and maintenance regarding all external relations office advancement services functions, including gifts processing, event attendance, contact reports, proposal records, committee participation, prospect assignment, portfolio, and performance reporting. (5%)
  • Work collegially with alumni relations, donor relations, and marketing to ensure proper management of events, publications, and programs. Supervise and train student interns and manage related projects. (5%)
  • Manage interactions with key external guests and VIPs, including campus visit oversight and other hospitality and logistics requirements. Collaborate with event staff and vendors to represent office of external relations and office of the dean's senior staff strategy, direction, and execution at local and national development events. (5%)
  • Perform other duties as assigned. (<1%)

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    CONTACTS

    Department/School: Daily contact with departments, programs, centers, administration, faculty, and staff to exchange information.

    University: Frequent contact with deans, vice presidents, and division staff to exchange information.

    External: Frequent contact with high-level trustees and alumni to exchange information.

    Students: Daily contact with students and interns to exchange information.


     

    SUPERVISORY RESPONSIBILITY

    No direct supervisory responsibility. May oversee the work of student interns and manage student volunteer schedules and activities at events. 


     

    QUALIFICATIONS

    Experience: 3 to 5 or more years of experience in a professional environment required, preferably in an executive office. Development and/or prospect management experience preferred. Experience interfacing with significant donors or with significant leaders in the community, preferably in a professional or corporate environment. Experience with databases and reporting tools preferred. Experience with appointment setting, event planning, and travel arrangements preferred.

    Education/Licensing: Bachelor's degree required.


     

    REQUIRED SKILLS

  • Must be a self-starter and capable of handling multiple tasks in a fast-paced environment.
  • Proven ability to plan, initiate, manage, evaluate, and troubleshoot challenging logistical situations and support strategic programs.
  • Ability to analyze complex data, summarize communications, and implement policy and protocol.
  • Demonstrated ability to anticipate and resolve complex issues involved in event schedule management. 
  • Must possess a high degree of judgment, maturity, professionalism, and discretion.  Attention to quality and detail are essential, as well as strong writing skills and proofreading.
  • Demonstrated excellent communication and interpersonal skills are necessary, as is ability to interact with diverse internal and external constituencies.
  • Flexibility, tact, approachability, and responsiveness.
  • Must be able to occasionally work outside of regular office hours, including evenings and weekends.
  • Proven ability to work both autonomously and within a team.
  • Computer proficiency (including Microsoft Office and development software) and the ability to learn new programs.
  • Ability to meet consistent attendance. 

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    WORKING CONDITIONS

    General office environment.


     

    This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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