Stewardship Specialist -- Administrative Analyst/Specialist - Exempt I (505435)

  • Cal State University (CSU) East Bay
  • Hayward, California
  • May 08, 2022
Full Time Administrative Analysis and Research Clerical and Administrative Support

Job Description


Salary and Benefits

The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,000.00/month to $5,833.33/month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 13 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). With an enrollment over 15,800 students, Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About the Position

The Stewardship Specialist reports to the Associate Vice President of Development and will work directly with the Development, Alumni & Constituent Engagement, and Communications and Marketing teams. The incumbent will also interface with university faculty, staff, donors, prospects, students and volunteers.

The incumbent's work ranges from regular administrative duties to special projects and assignments and duties requiring independent decision-making, collaborative teamwork, and exceptional interpersonal skills. The incumbent performs project work and coordination, and supports the policies, procedures, goals and objectives of the department and the division.

The efforts of the Stewardship Specialist will support the long-term Cal State East Bay development strategy to enhance the University's connection to its alumni and external constituents, locally, nationally and internationally. The Stewardship Specialist will work in close collaboration with the Director of Strategic Engagement, Directors of Development, Communications staff, events staff, other University staff, volunteers and vendors to assist in the development, planning, coordinating, and delivery of unique and meaningful donor opportunities. Exceptional communication and writing skills, attention to detail and demonstrated experience analyzing and understanding donor records, development data, and stewardship trends are essential.


Work effectively and professionally with a broad range of internal and external constituents:
  • Write custom acknowledgement letters to the university's top donors.
  • Understand how to manage and interpret data to support smart decision-making in segmentation and donor acknowledgment practices.
  • Assist with designing and implementing donor surveys for the purpose of refining and improving the donor experience.
  • Create new, and leverage existing, on-campus events and campus visits from special guests as opportunities for donor engagement.
  • Contribute to regular brainstorming on innovative, unique and personalized stewardship communications and experiences.
  • Record contact reports and process record updates in Raiser's Edge and utilize end-user tools to create reports of relevant data on donors and prospects.
  • Research and communicate emerging trends and best practices in donor engagement and stewardship.
  • Implement stewardship for special initiatives and campaigns as directed.
  • Help cultivate relationships with prospects and donors through stewardship reports, mailings and phone contact.
  • Oversee the proper processing of all donor Gift Agreements in a timely manner.
  • Gather narrative and financial gift information for scholarships, fellowships, endowed chairs, major donors, etc., as appropriate.
  • Assist colleagues with other projects and meetings related to the stewardship and engagement of donors across the University.
  • Foster lasting relationships between the University and its philanthropic donors through appropriate stewardship and engagement.
  • Work with the Scholarship Coordinator (Financial Aid) and Director of Strategic Engagement to coordinate and support the scholarship stewardship program.
  • Correspond with students in collaboration with Financial Aid to write letters of gratitude to be sent to scholarship donors and/or their family members.
  • Edit and update donor profiles on Pioneer Scholarship site.
  • Remain competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and / or courses directed by the supervisor.
  • Contribute to the overall success of University Advancement by working on special projects and performing all other duties and responsibilities as assigned by the Associate Vice President of Development.

Required Qualifications
  • Excellent interpersonal skills with good telephone manners and ability to deal effectively and amicably with the public required.
  • Thorough knowledge of English grammar and spelling, and ability to communicate effectively, both verbally and in writing.
  • Demonstrated ability to format correspondence and create a narrative of impact and gratitude.
  • Demonstrated knowledge of computer applications such as: MS Word, Excel, Access, Google, PowerPoint and Internet tools.
  • Demonstrated ability to coordinate and prioritize multiple tasks, set schedules, meet deadlines, organize, plan, and complete work and projects, and work independently.
  • Familiarity with CRM databases (e.g. Raiser's Edge) or ability to learn.
  • The ability to effectively implement new ideas and establish processes which are replicable, consistent and sustainable.
  • Ability to develop excellent relationship building skills with internal and external colleagues and stakeholders, along with an intuitive understanding of what will make donors, prospects and associates feel appreciated.
  • Ability to shift energy and focus as the priorities and demands of donor relations may dictate.
  • Excellent collaboration habits are essential, along with a demonstrated ability to communicate plans and activities while also gaining support and buy-in.
  • Flexibility to work occasional nights and weekends.

Minimum Qualifications
  • Bachelor's degree or a combination of education, training and relevant experience.
  • Administrative work experience related to the position.

Preferred Skills and Knowledge
  • Experience planning, implementing and personally executing a variety of cultivation, thank you and engagement activities, preferably in a University setting.

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website at

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available at:


Cal State East Bay is not a sponsoring agency for Staff or Management positions.

Mandated Reporter

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

CSU Vaccination Policy

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat. com/policy/9779821/latest/ and questions may be sent to

Closing Date/Time: Open until filled

Job Address

Hayward, California 94542 United States View Map