Associate Director, Stewardship & External Relations (Administrator I) (10579)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • Dec 21, 2020
Full Time Administration and Management

Job Description


Working Title
Associate Director, Stewardship & External Relations
Administrator Level
This position is an Administrator I in the California State University Management Personnel Plan (MPP), reporting to the Associate Vice President of Operations.
SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Advancement Services
Time Base*
Full-Time (1.0)
Work Schedule*
Monday - Friday; 8:00 a.m. - 5:00 p.m.
Anticipated Hiring Range*
$5,417 to $6,667 per month ($65,004 to $80,004 annually)

Salary is commensurate with experience.
Position Summary*
Reporting to the Associate Vice President of Operations, the Associate Director of Stewardship & External Relations is responsible for the oversight of the scholarship and endowment reporting processes; and will work with Foundation leadership in the areas of fund analysis, fund administration, accountability and other donor relations/stewardship responsibilities for the SF State University Foundation. This position is also responsible for coordinating University efforts to administer, award, and report on all scholarships - both endowed and current-use - in close collaboration with colleagues in Development and Donor Relations.
Position Information
Gift Acknowledgement, Pledge Reminders, and Stewardship
- In conjunction with development officers, acts as a point person in response to donor inquiries regarding established Foundation funds.
- Develops templates and implement policies on gifts and pledges.
- Provides a high level of professionalism, responsiveness and customer service to internal and external constituencies.
- Liaises with Advancement Services department (particularly the gift records and gift processing team), the President's Office, and the Vice President of Advancement's Office to recognize gifts/grants and facilitate signatures on acknowledgment letters to major donors
- In accordance with Advancement's stewardship plan and gift acknowledgement policies, manages the timely production of personalized gift acknowledgment letters for gifts of $1,000 and above, including preparing letters for the University president's signature
- Tracks and creates personalized pledge reminders for non-annual fund gift pledges of $1,000 and above. Also creates similar pledge reminders as requested by Advancement or University leadership, or by development officers as time allows, outside of the quarterly cycle.

Scholarship Oversight
- Shepherds, from beginning to end, all scholarships on behalf of University Advancement.
- Coordinates all aspects of endowed and current-use scholarship administration and processes across the University to ensure that scholarships are adequately funded, awarded in a timely
manner, that donors are notified of awards and sent thank you notices in a timely manner, and that donors are recognized according to the University's stewardship plan. Offices whose efforts are to be coordinated include Advancement, the Office of Financial Aid, the University Corporation, SFSU Foundation, department chairs, administrators and scholarship fund project directors to facilitate the flow of information, ensure that the aforementioned objectives are realized and that scholarship records are current.
- Identifies and collaborates with administering faculty, staff and development directors to resolve issues that may impact the timely awarding of funds and provide consultation on scholarship gift agreements to ensure their compliance with the policies of the Foundation, the University Corporation, University, CSU directives, and federal and state laws governing financial aid.
- Encourages and provides best practice options, templates, and other support to scholarship award administrators and relevant faculty to ensure that they are announcing and publicizing available awards. Confirms that the award has been given to recipients and that the donor has been acknowledged with a thank you letter from the awardee.
- Develops processes to ensure awards are disbursed and acknowledged properly for scholarships that are not incorporated into the automated scholarship management system.
- Tracks and monitors the current status/fiscal health of the University's numerous and rapidly expanding current use and endowed scholarship accounts.
- Alerts the appropriate staff (project director, department office staff, et al.) to submit the necessary documentation (special project agreements, endowed fund agreements, etc.) to University Corporation and the SFSU Foundation to establish and maintain scholarship accounts.
- Directs the post-acceptance process for the Blackbaud Award Management system and produces its related reporting, obtaining high quality collateral from recipients in advancement of stewardship goals for the purposes of timely reporting to donors, recognition of gifts and the elevation of departmental publications.
- Ensures scholarship reporting as far as scholarship amounts and award recipients is captured in the Advance database or new advancement CRM system.
- Serves as the Foundation's liaison for donor relations activities between University Advancement, foundation board members, the Office of Financial Aid, the University Corporation San Francisco State, department chairs and administrators and scholarship fund project directors to facilitate the flow of information and ensure that the aforementioned objectives are realized.

Donor Services
- Collaborates with project directors, departmental administrators and key staff at the Foundation and/or University Corporation to facilitate the prompt establishment of unique funds through appropriate documentation, including preparing the Special Project Agreement and the Endowed Fund Agreement, and communicating the process to establish these funds to internal and external groups such as donors, Deans and other campus administrators.
- Provides updates and analyses of donor-funded accounts, upon request or as scheduled. This will require substantial judgment in the analysis, interpretation and application of policies and procedures relating to endowment management and fund administration.
- Partners with development directors and Advancement Services & Operations personnel to develop gift agreements and MOU's that conform to policies instituted by the Foundation, University and the CSU, in line with the Uniform Prudent Management of Institutional Fund Act (UPMIFA) and the Council for the Advancement and Support of Education.
- Monitors philanthropically-funded accounts held by the Foundation to ensure that program directors are administering gifts in accordance with donor intent.
- Works with scholarship committees and department chairs to ensure that scholarships are being awarded in a timely manner and provides leadership/expertise on scholarship administration on behalf of the Foundation. Provides mid-year updates on endowment payouts to guide strategic planning at the college and department levels, as needed.
- Oversees the annual production of high quality endowment reports, ensuring these reports are attached in the Advance database as a contact report.
- Coordinates and collaborates with the donor relations team in the Office of University Development in the reporting of and execution of general stewardship responsibilities.

Professional Behavior
- Demonstrates behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
- Demonstrates safe work practices for oneself, others and the office environment.

Incumbent must have a significant level of independence and autonomy in accomplishing the responsibilities of the position. He/she must possess broad knowledge of endowment and scholarship administration and must be able to analyze, interpret and apply these principles. The incumbent must be able to contribute to the development or amendment of policies and procedures to facilitate the solicitation and acceptance of gifts through to the awarding of scholarships.

The ability to interact comfortably, tactfully, and effectively with varied internal and external constituencies is essential. A service orientation with all constituents is also essential. Incumbent interacts on behalf of the University and the Foundation with donors from all of the University's various constituencies. Must display a high level of maturity and personal integrity and ability to understand, develop, and sustain resilient and dynamic relationships with donors, colleagues, and senior management. Incumbent must be able to effectively communicate in writing.

This position is responsible for creating meaningful opportunities to engage donors from all "walks of life" and has a significant effect on the University's ability to recognize, retain and increase the commitments of current and future donors - which, in turn, affects private giving that enables the University to provide the best education possible to its students.

Other Duties as Assigned
Minimum Qualifications*
- Bachelor's degree and three to five years of experience in a non-profit fundraising environment, preferably in higher education (or a comparably complex organization) in development, scholarships, donor stewardship, advancement services or related field
- A working knowledge of databases (preferably Advance/AWA or CRM systems), Campus Financial Systems (PeopleSoft), Microsoft Office, especially Excel, and ability to work in a PC/Network environment is necessary
- Ability to understand and interpret financial data for donor and endowment reports
- Demonstrated ability to establish and maintain effective relationships and interactions with high level internal and external individuals is essential
- Must have experience managing highly sensitive information with the highest level of confidentiality
- Demonstrated proactive service-orientation toward internal and external constituents. Excellent organizational, interpersonal, verbal and written communication skills are essential.
- Ability to work independently with minimal supervision is required. Adept at problem solving and using judgment in situations requiring independent initiative and tact.
- Proven skills and ability to manage multi-phase projects from inception to completion, including the ability to build consensus among team members and balance multiple concurrent priorities.
- Detail oriented, well organized, focused and goal-oriented, with a high level of initiative and energy.
- Flexible schedule including evenings, weekends and holidays.
- Must possess a valid California driver's license and comply with Defensive Driver's Training
Program requirements.
- Ability to travel throughout the Bay Area and other regions. Periodic air travel required.
- Must pass Live Scan background check.
Pre-Employment Requirements
This position requires the successful completion of a background check.
Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.
How To Apply
Submit an online application and upload in ONE file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.
Application Deadline
Open Until Filled.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Closing Date/Time: Open until filled

Job Address

San Francisco, California 94132 United States View Map