Stewardship and Donor Relations Associate

Position Overview:

The Stewardship and Donor Relations Associate is an essential member of the College’s Advancement Services team. Reporting to the Director of Stewardship and Donor Relations, the Associate contributes to the overall success of the comprehensive Stewardship and Donor Relations Program. This role will work collaboratively with advancement colleagues to effectively manage the processes associated with stewardship initiatives, including gift acknowledgments; donor communications; scholarship tracking, transfers, and notifications; impact reporting; and events. Demonstrating proficiency with digital tools such as the CRM database and Microsoft Office, the associate will help to bridge the gap between complex data management and stewardship efforts, helping to ensure that every donor feels appreciated and can see the value of their investment in TCNJ.

Responsibilities:

Gift Acknowledgement Letter Process Management

• Oversee the gift acknowledgement process to ensure timely, accurate, and personalized recognition of donor contributions.
• Develop and execute data queries to generate insights that inform donor acknowledgement communications.
• Coordinate the collection and organization of gift data to support efficient acknowledgement workflows and institutional stewardship standards.
• Collaborate with advancement leadership and major gift officers to incorporate meaningful donor insights into high-touch acknowledgement communications.
• Maintain and enhance acknowledgement resources, including templates and fund information, to promote consistency, efficiency, and distinction in donor communications.
• Prepare acknowledgement correspondence for leadership review and manage final production and distribution to donors.

Additional Donor Communications

• Oversee key donor communication initiatives, including pledge reminders and year-end stewardship correspondence, ensuring messaging is accurate, timely, and aligned with advancement priorities.
• Partner with advancement leadership and development staff to coordinate donor outreach strategies and incorporate appropriate donor-specific context into communications.
• Manage donor segmentation and communication workflows to support targeted outreach and effective stewardship practices.
• Prepare and coordinate the distribution of both print and electronic donor communications, ensuring consistency, professionalism, and adherence to institutional standards.

Scholarship Tracking, Transfers & Notifications

• Oversee the administration and integrity of the scholarship database to ensure accuracy, visibility, and alignment with donor intent and institutional financial records.
• Coordinate with the Office of Financial Aid to support the accurate awarding and tracking of scholarships in accordance with fund agreements and established stewardship practices.
• Manage the transfer of scholarship funds from the TCNJ Foundation to the College, ensuring timely and accurate deployment of resources.
• Oversee scholarship recipient communications and notifications, ensuring recipients are informed in a timely and professional manner.
• Support scholarship-related engagement initiatives designed to strengthen relationships between recipients, donors, and the institution.

Impact Reporting

• Coordinate the development and delivery of donor impact reports by synthesizing inputs from Advancement colleagues and campus partners.
• Manage the collection and organization of student and programmatic information used to demonstrate the impact of philanthropic support.
• Prepare impact report materials for leadership review, ensuring accuracy, clarity, and alignment with institutional stewardship standards.
• Support the development of collaborative processes that facilitate effective information sharing across the division to strengthen impact reporting.

Donor Events

• Provide administrative and logistical support for donor appreciation events and other stewardship-related gatherings.
• Manage post-event follow-up materials, such as photo distributions and attendee impact summaries.

Operations

• Manage the scanning, archiving, and systematic organization of donor agreements, financial statements, and other collateral within CRM and network folders.
• Ensure all donor-related documentation is archived in accordance with institutional policy and privacy standards.

Additional Responsibilities

• Review and edit written materials, spreadsheets, and database content.
• Seek professional development opportunities that will enhance job performance and support the stewardship and donor relations program.
• Participate in significant campus activities, particularly advancement events such as Alumni Weekend and Homecoming.
• Manage special projects assigned by the director to enhance the stewardship and donor relations program.
• Comply with all applicable College, Federal, State, local and associational regulations.
• Other tasks as needed.

Qualifications:

Required:

• Graduation from an accredited college with a bachelor's degree and two (2) years of the mentioned professional experience.
• Six (6) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.
• Possession of a master's degree; and one (1) year of the above-mentioned professional experience.
• Strong attention to detail and advanced organizational skills.
• Proven ability to set priorities and manage multiple projects with competing deadlines.
• Exceptional communication skills, both verbal and written.
• Exceptional proofreading and editing skills.
• Ability to maintain confidentiality and execute discretion.
• High degree of professionalism.
• High level of integrity, reliability, and trustworthiness.
• Ability to work both independently and collaboratively.
• Excellent customer service and interpersonal skills.
• Ability to occasionally work nights and weekends for donor engagement events.
• Proficiency with Microsoft Office Suite.
• Advanced proficiency in Microsoft Excel (VLOOKUPS, pivot tables) and Word (conditional mail merges).
• Proficiency with Google Suite, including Sheets, Documents, and Forms.
• Experience with CRM databases, specifically Blackbaud® Raiser's Edge.

Preferred Qualifications:

• Direct experience in stewardship or donor relations.
• Direct experience in a higher education setting.
• Advanced experience with Blackbaud® Raiser's Edge.
• Experience creating or improving workflows and templates that involve multiple stakeholders.
• Experience with Adobe Suite or Canva for the creation of basic stewardship forms or digital reports.