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Assistant Director, Stewardship

University Advancement Los Angeles, California

Assistant Director, Stewardship

The University of Southern California (USC), founded in 1880, is located in the heart of downtown L.A. and is the largest private employer in the city of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the "Trojan Family," which comprises the faculty, students, and staff that make the university a prime place to learn, grow, and succeed.

University Advancement is committed to fostering a diverse, equitable, and inclusive culture in which all advancement staff and our stakeholders connect, belong, and grow while supporting/demonstrating the University of Southern California’s mission, goals, and Unifying Values (Integrity; Excellence; Diversity, Equity & Inclusion; Well-being; Open Communication; and Accountability).

University Advancement is seeking an Assistant Director, Stewardship to join its Stewardship and Donor Relations team. The incumbent will work closely with the Senior Executive Director of Stewardship and Donor Relations to manage the University’s Gift Agreement process, developing systems and processes to ensure efficient and timely execution of agreements and modifications. The incumbent will ensure agreements and modifications are in compliance with University policies and Advancement guidelines. The incumbent will also develop processes for regular review and updates to templates and processes. As needed, this position will assist the Senior Executive Director and other team members in the development, maintenance, and enhancement of stewardship and donor relations programs that further demonstrate donor appreciation and impact, and collaborate cross-functionally with other Advancement teams to execute shared goals and drive meaningful outcomes.

This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence (at least two days per week) in our downtown Los Angeles office (USC Tower).


  • Oversee and manage the process for the intake, review and approval of all USC gift agreements and modifications.

  • Review gift agreements and consult with stakeholders to ensure University policies and Advancement guidelines are being followed.

  • Collaborate with strategic partners, both in University Advancement and across campus in the review of draft agreements and modifications, including complex gift agreements and modifications that require higher level input for finalization. Ensure the appropriate stakeholders provide feedback and approval for non-standard gift agreements and language.

  • Advise/guide internal partners on language outlining donor and stewardship intentions and recognition, and gift administration terms to ensure the gift can be administered and stewarded, appropriately and effectively.

  • Assist the Special Assistant to the Vice President for University Advancement with the DocuSign signature process, as needed.

  • Develop and implement a standardized process for the monitoring and collection of pledges, including major gift commitments. Coordinate with Gift Services as necessary to make adjustments or corrections to pledges and advise on how to best handle complex pledge details.

  • Develop and manage a system to communicate to internal stakeholders the necessary follow-up actions to enable and support the collection of pledge payments, particularly those that are past due.

  • Monitor and ensure major gift pledge details are entered and tracked appropriately in Salesforce database.

  • Develop and implement a process for the regular review of existing gift agreement guidelines and templates, advising on and maintaining updates to improve existing materials.

  • Understand and evaluate existing systems and processes, identify opportunities for continuous improvement, and develop new systems to enhance team’s overall effectiveness and efficiency.

  • Develop and maintain a library of standard language that covers various gift scenarios in order to assist with efficiently finalizing gift agreements and modifications.

  • Educate/train internal stakeholders on University Advancement gift agreement processes and guidelines, as well as any University policies that pertain to gift agreements and gift acceptance.

  • Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

Minimum Qualifications

  • Bachelor's degree.

  • Combined experience/education as substitute for minimum education.

  • 3 years of directly related experience, ideally in one of the following environments: stewardship, donor relations, university advancement, or advancement services.

  • Excellent writing/editing skills with a keen eye for detail

  • Excellent customer service and organizational skills.

  • Demonstrated ability to work independently balance taking initiative with asking for help/partnering across the immediate team and with cross-functional groups.

  • Strong verbal and written communication, with the ability to effectively communicate policy, explain complex subjects and document, and distill and relay information in clear and concise ways to internal and external stakeholders.

  • Ability to handle confidential information with discretion and sensitivity.

  • Strong proficiency in Microsoft Applications (e.g., Outlook, Word, Excel, PowerPoint, etc.)

  • Excellent problem-solving and analytical skills.

Preferred Qualifications

  • Experience writing gift agreements or similar documents.

  • At least one year of experience supervising staff (this role does not currently supervise staff but may in the future).

  • Experience in a database system (preferably Salesforce) and process tracking.

  • Knowledge of project management

  • Understanding of fundraising and donor relations, with experience writing donor communications.

  • Understanding of fundraising gift accounting standards and donor stewardship practices.

  • Understanding of federal tax laws that pertain to charitable giving.

Required Documents and Additional Information

Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.

The budgeted salary range for this position is $75,000 – $79,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions once you meet Program's eligibility; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.

The University of Southern California values diversity and is committed to equal opportunity in employment.

Minimum Education: Bachelor's degree Addtional Education Requirements Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Skills: Volunteer or support group administrative or management experience. Preferred Education: Bachelor's degree Preferred Experience: 3 years Preferred Skills: Marketing or non-profit management experience.

REQ20146426 Posted Date: 06/05/2024

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