Assistant Director of Donor Relations

Maine, United States
Salary Not Specified
Jan 19, 2021
Employment Type
Full Time
Job Description
Donor Relations
Pay Rate Type:
Employee Type:
Job Summary:College Advancement
Full-Time, Exempt, Salaried, Administrative Staff Appointment



  • Assist with management of the reporting process for the College's endowed funds, ensuring that donors eligible for stewardship receive information that demonstrates the impact of their philanthropy in a timely and meaningful fashion, including professorship, scholarship, department, program, prize, and lecture stewardship (Goldfarb Center for Public Affairs, Department of Athletics, Office of Civic Engagement and Community Partnerships, Colby College Libraries, etc).
  • Orchestrate scholarship donor stewardship initiatives, including coordination of thank you letters to be written by student recipients each spring
  • Write periodic stewardship reports on selected endowed and expendable funds
  • Provide fact checking for stewardship reports and publications
  • Acknowledge all capital gifts received in memory or in honor of individuals, and inform the families that these gifts have been made
  • Handle production of all dedicatory plaques: propose text for the plaques, obtain donor approval, proof the final copy, and when appropriate, place the order with the fabricator
  • Maintain a comprehensive database of all existing plaques on campus, including trustee, overseer, and trustee emeriti plaques, ensuring these accurately reflect current volunteers and their affiliation with Colby
  • Assist with Secondary Acknowledgement Process and with Sloop Hero and J. Seelye Bixler Recognition Society management
  • Hire, manage, and evaluate student employees for the department; ensure that appropriate training is established and that work schedules are well coordinated

Event Planning

  • Plan and execute the endowed fund lecture series, engaging donors and working in close collaboration with program directors, academic departments, and administrative operations staff
  • Assist in the planning of the Scholarship Celebration Dinner and other recognition events such as groundbreaking ceremonies, building dedications, and presidential receptions
  • Work with the Office of Advancement Communications to develop both print and online invitations and follow up communications to maximize donor participation in cultivation and recognition events; develop expertise utilizing email marketing tools and employ social media to expand outreach and engagement efforts
  • Research venues and secure competitive bids from vendors for off-campus events, including caterers, audio-visual providers, photographers, and transportation companies
  • Assist the department in forecasting participation and expense projections; track post-event summary data
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • Bachelor’s degree or the equivalent in education and experience
  • A minimum of 1-3 years of prior experience working in a development setting within a higher education institution or non-profit organization preferred
  • Superb written and oral communication skills, including presentation skills
  • Excellent organizational, project management, and interpersonal skills; attention to detail and ability to handle multiple and varied tasks independently
  • Ability to interact with high-level donors, prospects, trustees, and College officials with tact, diplomacy, and discretion is essential
  • Appreciation of Colby’s mission and the ability to effectively communicate it
  • Highly developed computer skills including extensive experience using Microsoft Office Suite; Google Docs; email, web, and database applications, as well as an interest in and ability to learn new computer programs with ease and in a self-guided manner; experience with a fundraising database, customer relationship management (CRM), and email marketing system
  • Proven ability to handle multiple competing priorities and consistently meet deadlines
  • Occasional evening and weekend work is expected
  • Must be willing to travel; valid driver’s license required and must meet the College’s Fleet Safety Policy requirements
  • An entrepreneurial spirit and positive attitude
  • An ability to work collaboratively as a member of a diverse community and make an impact in a complex, fast-paced and team-oriented environment


Reporting to the associate director of donor relations, this position has significant interaction with faculty, staff, peers, Officers of the College, alumni, parents, friends, and donors.


General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Ability to move around campus and interact with faculty, staff, students, alumni and external constituencies regularly is crucial. Travel and work outside of normal business hours are required.


Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Assistant Director of Donor Relations - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

A review of applications will begin immediately and will continue until the position is filled.

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