Stewardship Specialist

Stewardship Specialist

As a member of the Institutional Advancement division, the Stewardship Specialist plays a key role in executing stewardship strategies that acknowledge, recognize, and retain the Garden's top supporters. The role produces a high volume of highly personalized gift acknowledgments and gratitude letters for signature by the Garden's President and division leadership and oversees their timely signature, delivery, and filing. The position delivers exemplary patron service through the donor concierge phone line and email inbox. The specialist also contributes to the planning and execution of impactful donor events and helps maintain accurate donor records in the Garden's CRM through timely data entry and updates.

Essential Duties and Responsibilities:

• Produces timely, accurate, and personalized tax receipts and gift acknowledgements for contributions of $250 or more, including outright gifts, pledges, pledge payments, in-kind donations, etc. (Approximately 3,500 acknowledgement letters and approximately $5 million in unrestricted contributed revenue annually).
• Ensures that gifts are acknowledged according to IRS guidelines and the Garden's best practices, with particular attention on gift vehicle and designation.
• Writes and edits highly personalized acknowledgments that recognize the donor's previous giving and affiliations; requires research into MBG programs, consultation with staff across divisions, and review of other communications to ensure each letter accurately reflects the purpose and impact of the gift.
• In addition to acknowledgments, creates personalized gratitude letters for the Garden's President and coordinates their timely review and signature with the President's Office staff.
• Assembles and mails acknowledgments, Garden Giving Society membership materials, and other items related to membership benefits fulfillment (complimentary passes, gifts, etc.).
• Maintains accurate records for all major gift documentation and donor correspondence (both electronic and hardcopy) in accordance with department procedures, and retrieves information as required.
• Responsible for managing and monitoring donor concierge phone line and email inbox, serving approximately 1,600 Garden Giving Society member households and top supporters by providing timely responses and directing inquiries to appropriate staff member(s).
• Plays a critical role in the overall maintenance and integrity of constituent data; maintains and updates department databases and spreadsheets.
• Provides event support inclusive of planning, coordination, production of collateral materials, management of invitation responses, and onsite staffing.
• Assists the Development Coordinator with the Young Friends Council including the preparation of meeting materials and providing support for three annual fundraising events.
• Participates in internal meetings and coordinates with Development team members, and completes duties to achieve current division goals and objectives. Supports the division's wider fundraising activities by selling memberships at public events, serving on Garden committees as assigned, and remaining up to date on the Garden's work and community offerings.
• Meets expected attendance guidelines.
• Follows and adheres to established policies and procedures, including but not limited to Employee Handbook, Garden Safety Guidelines and Department Policies.
• Behaves and communicates in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
• Performs other duties as assigned.

Core Competencies

• Communication Listens to others and asks questions for clarification; Writes clearly and presents information accurately; Speaks professionally and responds well to questions; Supports positive visitor relations.
• Collaboration Demonstrates teamwork and promotes respect in the workplace; Engages in problem solving and group initiatives; Cooperates in implementing procedures and process improvements; Strives for positive visitor experiences.
• Accountability Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues' concerns.
• Problem Solving Identifies and resolves problems; Includes supervisor before taking action as necessary; Recommends solutions, demonstrates creativity and resourcefulness; Exhibits sound and accurate judgment in decision making process; Includes appropriate people in making decisions.
• Stewardship Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours.

Qualifications /Experience:

• Minimum (3) years of related work experience in development, non-profit or office administration.
• Demonstrates highest level of professional and ethical conduct, and ability to maintain confidentiality
• Advanced keyboarding and data entry experience with ability to meet high level of accuracy.
• Customer service experience inclusive of in-person, written, and verbal communication skills
• Requires exceptional organizational and follow-through skills, and a commitment to quality.
• Ability to write reports, business correspondence, and procedure manuals, evaluate and edit the content, structure, and format of a range of written materials
• Strong attention to detail is essential. Must be punctual, dependable, self-starter, and able to effectively multi-task.
• Ability to read and comprehend instructions and information to effectively execute and achieve results
• Ability to successfully prioritize and manage multiple tasks simultaneously
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required.
• Familiarity with fundraising concepts and best practices preferred.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• Bachelor's Degree in Business, Communications, Nonprofit Management, or related field preferred. High school diploma or equivalent required.
• An equivalent combination of skills, education, and experience may be considered.

Computer Skills:

• Advanced proficiency in Microsoft Office Word, Excel, and Outlook required along with a familiarity with PowerPoint.
• Knowledge of Tessitura or similar donor database is a plus.
• Ability to learn and use new software programs as systems are upgraded.
• Internet research skills required.

Language Skills:

• Ability to communicate effectively in English (oral and written).

Mathematical Skills:

• Proficient H. S. Basic math skills; requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals, etc.

Reasoning Ability:

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques in fundraising communication, as well as problem resolution when necessary.
• Ability to define problems, collects data, establishes facts, and draw valid conclusions

Physical Demands:

• Requires ability to make frequent telephone calls.
• Ability to utilize computer keyboard (typing) and sit for extended periods of the work day.
• Operates copier, printer, fax, computer, general office equipment.
• Must be able to lift and carry 20 lbs. when transporting supplies and assisting constituents.
• May be required to perform tasks at varying heights (i.e., step stools, etc.).
• Ability to move up and down stairwells (multiple MBG buildings have stairs); walk about facility frequently throughout work day; frequent standing, and reaching.

Work Environment:

• Indoor office setting; shared work space, office environment with multiple staff within the department, operate standard office equipment to include computer, copier, fax machines, and other equipment

Contacts with Individuals/Organizations inside/outside the Garden:

• Garden staff, members, donors, volunteers, visitors, vendors

Supervisor: Manager, Annual Leadership Giving