The Project Manager works collaboratively to initiate a wide range of projects that build philanthropic support for the college. This position is responsible for managing the major donor prospect portfolios, creating efficient tracking processes, moves management and developing systems to adhere to best practices. The Project Manager develops and implements processes and communication tools to support the increase in prospects, gifts and events related to the Soundbreaking Campaign. The Project Manager manages donor cultivation events, particulary off campus, and oversees special donor programs and projects. The position provides administrative support to the Assistant Vice President, Sr. Director Major Gifts & Campaign Planning, and the major gifts team.
Essential Functions/Primary Duties and Responsibilities:
Internal Operations, Communications, and Prospect Management:
- Act as a liaison between Institutional Advancement team members and partners across the College, such as Office of the President, Academic Affairs, Conference Services & Events, and faculty members
- Simultaneously manage prospect data and team members to ensure the development team is being as efficient and effective as possible with travel and resources. Make suggestions for travel and assist with portfolio management as necessary.
- Maintain a portfolio of donor prospects referred to Major Gifts Officers by Director of Annual Fund & Alumni Affairs and Research. Ensure proper contact and follow up is made by Major Gifts Reassign prospects that are not contacted within one month of referral. Conversely, maintain a portfolio of Annual Fund donor prospects to refer to Director of Annual Fund and Alumni Affairs by Major Gifts Officers.
- In support of the Senior Director and Assistant Vice Presidents of Institutional Advancement, develop and implement new administrative processes for Institutional Advancement to support an increase in prospects, gifts and events related to Soundbreaking.
- Work with SVP, Sr. Director, Major Gifts & Campaign Planning and Advancement Services and Office of Communications to develop and implement communication tools, such as quarterly Soundwaves e-newsletter; weekly Soundbreaking Confidential Report; brochures, institute one sheets; etc. for both internal and external audiences.
- Develop and implement project timelines in relation to Major Gifts initiatives and proposals as required.
- Provide graphic design services for the Office of Institutional Advancement as needed.
- Coordinate the processing of departmental expenses including Purchasing Card reconciliation for Major Gifts team.
- In collaboration with Assistant Director, Corporate and Foundation Relations, assign and supervise staff and work-study students to assist in office operations and events and to cultivate Train work-study students how to interact as the first point of contact with major donor prospects.
- Coordinate monthly Major Gifts Team meetings: solicit agenda items from staff. Draft agenda, finalized with Director Major Gifts & Campaign Planning, and circulate via email four days prior to meeting. Within two days after meeting, circulate meeting summary via email.
- Manage Assistant Vice President’s prospect portfolio and travel schedule.
- Work with the AVP for IA to serve as liaison with Presidential Advisory Council (PAC) members of the college.
- Organize and coordinate annual PAC meetings, finalize and distribute agendas, and manage event logistics including speakers and program details.
- Provide periodic updates to PAC members about college activities and answers questions and feedback.
- Manage and maintain PAC member bios and update appropriate lists and track member terms and pertinent information.
- Manage major gift events both on/off campus (welcome events, Jeffersonian dinners, salons, concert receptions, and house parties) aimed at cultivating and soliciting major donors of the College.
- Act as a liaison with prospective and current donors in hosting events to support the relationship with Berklee and ensure the success of the event.
- Collaborate across departments to ensure the success of events including Admissions, Meetings and Events, Academic Affairs and various programs and institutes.
- Consult with AVP, Sr. Director Major Gifts and Campaign Planning, Associate Director for Sponsored Events and Corporate Outreach and the Major Gifts Team to determine which events the IA Office will host each semester to reach as many major donors and prospects as possible.
- Maintain a guest list of best major donor prospects to increase the size of the donor pool for Soundbreaking campaign and determine who is appropriate to invite to each event.
- Design, print, and distribute save-the-dates and invitations as needed.
- For on-campus events: collaborate with Meetings & Events staff to coordinate room set-up, catering, logistics, technical equipment, and student performers.
- For off-campus events: manage event Ensure the direction of the event is in line with the vision of the event contact and event host.
- Keep event contact informed of event progress through reports, emails, photographs, and other forms of communication.
- Coordinate guest research, agenda and musicians, student ambassadors as needed.
- Create events in Colleague Advancement under the event-planning module (EVPL). Enter and record each guest attendance (ATSM) and personal visits needed by leadership, C&F staff, and the MGO team (CASM).
- Collaborate with IA leadership and Major Gifts team to assure follow up with the prospects they visited at the event.
- Analyze post-event giving data to identify major gift prospects.
- Coordinate guest registration for IA’s annual Encore Gala and supervise on-site management during the event.
- Analyze operational practices of IA Events and make recommendations.
Major Gifts Initiatives:
- Ensure that active and effective strategies are in place for all MGOs to continually move relationships forward and to align prospect interests with the College through events, institutes, and other various programs.
- Coordinate with the Berklee Fund Director and Research team to identify prospects for MGOs.
- Provide support to Institutional Advancement efforts to build a strong college presence in New York City.
- Work with Associate Director of Stewardship and MGO team to ensure that major donor prospects are cultivated, solicited and stewarded.