| Detailed Description: |
The marketing coordinator is responsible for implementing strategies to promote planned giving at the University of San Diego as well as creating compelling print and electronic marketing materials for the Office of Planned Giving. This position coordinates all aspects of the Bridges Academy Lecture Series including recruiting and engaging Bridges’ speakers and stewarding relationships with faculty, administrators, and allied professionals in the county. The marketing coordinator plans and executes events and activities for the 50th Reunion weekend, heads the 50th Reunion committee, and collaborates with various departments responsible for Homecoming and Family Weekend including Alumni Relations and Special Events. This position manages the Golden Toreros alumni program, overseeing events, developing collateral materials, and collecting and disseminating data. In coordination with University Ministry, this position serves as one of USD’s liaisons for the San Diego Alumnae/Alumni Association of the Sacred Heart (ASH). As such, this position coordinates logistics for ASH on-campus board meetings and other non-event related meetings. This position also coordinates mailings for the ASH newsletter and membership dues, oversees the ASH operating budget, and works with the Office of Financial Aid to identify scholarship recipients.
Duties and Responsibilities:
Program Management:
-
In addition to coordinating events and activities promoting planned giving, such as professional luncheons and gift planning symposiums, the marketing coordinator is responsible for the management, execution, and evaluation of the following:
- Bridges Academy Lecture Series
- Coordinate and oversee the programming for several lectures held each semester. This includes identifying event topics and potential speakers, recruiting and scheduling lecturers from USD’s faculty, administrators, and/or community; managing the budget and reconciling expenses; processing donations and event fees, tracking registrations, sending confirmations, and coordinating logistics for each lecture.
- Plan, design, and oversee all printed materials for Bridges including but not limited to scholarship solicitations, membership brochures, event calendars, and special event invitations.
- Develop and maintain relationships with Bridges members to promote the concept of philanthropy among this constituency; with the director, formulate solicitation and cultivation strategies for planned giving prospects and steward donors.
- Review and analyze requested research about current or prospective members and make recommendations regarding planned and major gift potential.
- Monitor and maintain the Bridges Academy Endowed Scholarship; coordinate with the Office of Financial Aid on scholarship recipients.
- In collaboration with Special Events, plan and execute annual Bridges Academy Holiday Luncheon honoring scholarship recipients.
- 50th Reunion and Golden Toreros
- Form and lead the 50th Reunion committee. This includes annually conscripting a committee of alumni celebrating their 50th reunion, conducting a minimum of two meetings prior to the reunion, corresponding with the 50th Reunion class on behalf of the committee, developing the class gift solicitation, and other special requests.
- Liaise with Alumni Relations and Special Events regarding the planning and execution of Homecoming and Family Weekend.
- Coordinate all aspects of the 50th Reunion, including mailing lists, letters/solicitations, invitations, catering, décor, personalized photo presentations for each class, etc.
- Input and track event registrations and activities, process 50th Reunion class gifts, keep director apprised of developments and fundraising progress.
- Plan and execute several Golden Toreros events each year; coordinate logistics, manage the budget, reconcile expenses, and staff each event.
- Manage the 50th Reunion and Golden Toreros websites, social media pages, and other promotional accounts.
- San Diego Alumnae/Alumni Association of the Sacred Heart
- In coordination with University Ministry, liaise with the San Diego Alumnae/Alumni of the Sacred Heart and the Board president.
- Oversee logistics for regular meetings of the Board along with other planning meetings unrelated to events.
- Manage USD’s operating budget (CC_00301 – Sacred Heart Alumnae), process expenditures, and seek reimbursement for costs outside of the budget.
- Prepare and mail annual membership dues letters, distribute semi-annual newsletter to approximately 1,800 alumni, and coordinate with mail house.
- Coordinate with the Office of Financial Aid to determine eligibility for Sacred Heart Scholarship award.
Marketing:
- Develop strategies, under guidance and direction from the director, to enhance marketing appeal, promote event participation, expand outreach, highlight planned giving programming and fundraising campaigns, and reinforce institutional messaging.
- Create and implement annual marketing plan under guidance and direction from the director; develop production calendars for marketing plan and various events (described under “Program Management”); track mail-drop dates.
- Plan, coordinate, and oversee the design, production, and distribution of planned giving solicitations, publications, and other collateral; may include advertisements, catalogs, brochures, flyers, signage, etc.
- Working with University Marketing and Communications (UM&C), develop electronic and print marketing materials for programmatic initiatives and events; ensure the university’s mission is incorporated and marketing policies are adhered to; participate in regular meetings with the UM&C team to develop best practices for promotion of planned giving priorities and other initiatives and events.
- Coordinate advertising placement; establish and maintain contact with internal and external marketing professionals and vendors to include artists, designers, photographers, mailing houses, postal service, advertising representatives, media contacts, etc.
- Manage the Planned Giving website and affiliated landing pages to reflect accurate and informative gift planning information; review and update content to ensure all pages are refreshed and current; oversee planned and coordinated redesign initiatives.
- Maintain record of the costs associated with each marketing project or effort, monitor the budget line items affected, and prepare future marketing budgets.
- Evaluate marketing efforts, prepare cost benefit analysis, and make recommendations based on results and desired effect.
Planned Giving Administration:
- Maintain accurate correspondence, legal records, and financial files for all donors and prospects.
- Analyze and accurately update record of bank statements; with the Finance Office, prepare annual financial reports for auditors; obtain year-end financial statements when pertinent.
- Assist with budget oversight; prepare and maintain expense reconciliations.
- Complete gift processing forms, verify Salesforce database accounts for proper entry, record gifts to departmental tracking system.
- Prepare donor acknowledgement letters including letters for IRA gifts.
- Update and maintain accuracy of databases and planned giving logs; generate, analyze, and organize reports from Salesforce system.
- Update and maintain Puente de Oro Society and Planned Giving Council memberships, mailing lists, and online rosters.
- Inventory and purchase office supplies.
- Other duties as assigned.
Special Conditions of Employment:
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
|
| Job Requirements: |
Minimum Qualifications:
- High school diploma required.
- Minimum of three years’ experience in marketing, communications, special events, and or/development. Two years of college education may substitute for one year of work experience.
- Requires demonstrated project management skills and ability to coordinate with multiple stakeholders and meet deadlines.
- Must have excellent written and oral communication skills and be comfortable speaking before large crowds.
- Requires command of the English language, including AP writing style, and standard grammar, spelling, punctuation, syntax, and proofreading skill.
- Must possess strong organizational and time management skills. Needs to be flexible, able to handle multiple tasks well, and to calmly shift priorities as needed within a fast-paced, professional setting.
- Knowledge of basic print production processes; file formats, and the use of current versions of graphics software.
- Thorough knowledge of Microsoft Office applications including but not limited to Word, Excel, and PowerPoint.
- Must have the ability to learn and to use specialized USD database software including Salesforce and tracking platforms. Must be willing to be trained in the use of other software applications as required for the job.
- Must have a reliable vehicle and have a valid driver’s license. Must be willing to use personal vehicle to transport donors on occasion, conduct business off campus, and for county-wide promotion of the Bridges Academy.
Preferred Qualifications:
- Bachelor’s degree preferred.
- USD alumnus/a preferred.
- Experience in the use of printers, digital cameras, scanners, and other similar types of equipment.
- Thorough knowledge of Publisher or another desktop publishing program.
Performance Expectations - Knowledge, Skills and Abilities:
- Commitment to working as a member of a team and collaborate with colleagues.
- Strong sense of integrity and ethical conduct.
- Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences.
- Must have the ability to work independently, be able to exercise good judgment, and provide supervision to support staff.
- Must possess exceptional critical listening and thinking skills.
- Must have a positive attitude, patience, enthusiasm for the job and a sense of humor, and show maturity and responsibility while working in a professional environment. An outgoing personality with comfort in developing new relationships is preferred.
- Strong interpersonal and sales/marketing skills.
- Ability to establish credibility and rapport with donors, prospects, volunteers, and community professionals.
- Entrepreneurial, creative self-starter oriented toward action and results.
- Must be able to respond to unanticipated situations and shift priorities at a moment’s notice in a fast paced office environment remaining calm in challenging situations.
- Knowledge of USD’s policies and procedures.
- Ability to set and meet goals.
- Must have the ability to act with tact and diplomacy and handle confidential information, both internally and externally, with discretion.
- Must be willing to occasionally work after standard work hours and on weekends.
|
