Stewardship Officer, Donor Recognition

About the job

Do you possess an eye for meticulous detail, a talent for visual design, and a drive to connect philanthropic generosity with the physical transformation of world-class healthcare and biomedical research? Do you find inspiration in seeing the concrete, tangible outcomes of your work come to life in buildings, clinics, and laboratories that serve patients, learners, and pioneering faculty?

The Office of University Development and Alumni Relations (UDAR) at the University of California, San Francisco (UCSF) - one of the nation's premier academic medical centers and health sciences institutions-is seeking a collaborative, creative, and detail-driven Stewardship Officer, Donor Recognition. Reporting directly to the Senior Associate Director of Donor Recognition and Data Systems within the Advancement Communications unit, you will play an essential role in advancing campus-wide donor recognition and capital campaign initiatives. Operating with autonomy and creative initiative, you will partner cross-functionally with frontline fundraisers, the University Architect, UCSF Real Estate, capital project managers, and campus wayfinding committees to develop compelling naming proposals, manage physical signage fabrication and installation, and steward philanthropic partners across all UCSF campuses.

Why This Role Is Unique

• Tangible Impact on Capital Transformation: Directly shape how donors experience UCSF's multi-million dollar capital expansion projects, translating complex architectural blueprints and renderings into inspiring physical spaces and personalized recognition opportunities.
• Campus-Wide Influence & Cross-Functional Breadth: Serve as a subject matter expert on donor recognition, collaborating with University Architects, UCSF Real Estate, hospital leadership, facilities engineers, and the executive leadership of the university (including the Chancellor, Deans, and Vice Chancellor).
• Creative Design Meets Strategic Project Management: Blend high-level graphic design and narrative proposal writing in Adobe Creative Suite with rigorous end-to-end project management, overseeing signage fabrication, budget oversight, vendor contracting, and on-site physical installation.
• Comprehensive Multi-Campus Stewardship Scope: Manage the full lifecycle of donor recognition physical assets and master data across all UCSF locations-including Parnassus Heights, Mission Bay, Mount Zion, and Benioff Children’s Hospital Oakland-ensuring lasting alignment with donor intent and university gift agreements.
• Collaborative Advancement Communications Team: Join an innovative, high-performing team within UDAR at UCSF's 2001 The Embarcadero location, working in a flexible hybrid environment that celebrates initiative, inclusion, and professional growth.

Desired Mindset & Competencies

• Visual Storytelling & Design Excellence: High proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and visual layout, with the creative capability to interpret architectural plans and convey future clinical and scientific spaces in compelling, donor-ready materials.
• Rigorous Project Management & Asset Governance: Demonstrated ability to manage complex, concurrent project timelines from concept to physical execution, coordinating contractors and facilities partners while maintaining meticulously audited data records in CRM and project management systems.
• Diplomacy & Stakeholder Alignment: Strong political acumen and relationship-building skills to navigate complex institutional environments, balance clinical sensitivities with donor expectations, and foster productive partnerships across academic, administrative, and clinical departments.

Department Overview

At UCSF's Office of University Development and Alumni Relations (UDAR), we're proud to be the kind of place where great ideas can come from anyone, and you can do the most impactful work of your career alongside fantastic colleagues. From our pioneering work in the AIDS crisis to the creation of a silicon brain, you will experience the world-class nature of our work and the difference it makes.

UDAR is a team of innovative professionals who partner with world-class scientists, healthcare providers, and philanthropists to advance breakthrough research and life-changing patient care. We're one of the nation's top fundraising organizations, home to smart, driven people who care deeply about UCSF's mission to advance science and transform health.

Our success comes from the combined talents of many roles: frontline fundraisers who build transformative partnerships with donors; alumni relations professionals who nurture lasting connections with the UCSF community; writers and designers who help tell the university’s story; researchers and analysts who provide critical insights; and operations and information systems experts who keep us running smoothly.

What makes UDAR special? A commitment to growing talent from within, celebrating collective wins, and creating an environment where our staff thrive. Our culture of team-based fundraising is distinctly collaborative and we're always eager to embrace fresh approaches.

Regardless of your role at UCSF you'll be part of a unified team operating at the very top of its game.

Read more about UCSF here https://magazine.ucsf.edu/

Responsibilities

% of timeEssential Function (Yes/No)Key Responsibilities (To be completed by Supervisor)40%YesFundraising Project Management, Proposal Writing & Naming Opportunities:

Collaborates with and advises frontline fundraising officers on ongoing capital and programmatic projects by researching, identifying, and pricing appropriate philanthropic naming opportunities ($50K to $100M+).

Develops, designs, and writes compelling, customized donor solicitation proposals and presentation materials, integrating architectural floor plans, renderings, statistics, and persuasive marketing copy.

Obtains and evaluates architectural drawings, construction timelines, and imaging assets from UCSF Real Estate, Campus Planning, and architectural firms to depict future spaces under construction.

Maintains an exhaustive, up-to-date central inventory of available and reserved naming spaces across all campus locations.

Monitors regional and national trends, peer institutions, and UC system-wide benchmarks regarding capital naming valuations, policies, and recognition practices.

35%YesDonor Signage Program Management & Stewardship Engagement:

Manages the end-to-end lifecycle of the campus-wide donor signage program for new and existing buildings, research wings, clinics, institutes, centers, and program spaces.

Oversees the design, proofing, and formal approval process for donor recognition plaques, environmental graphics, and signage, ensuring strict compliance with campus architectural and wayfinding standards.

Project manages the physical fabrication and installation of signage, including vendor selection, budget management, bid review, facilities coordination, and on-site oversight during installation to prevent disruption to patient care and academic operations.

Conducts routine, proactive physical site inspections across all campuses to evaluate the cleanliness, lighting, condition, and maintenance of installed signage and immediate vicinities prior to high-profile donor visits.

Builds and maintains a comprehensive master database tracking campus-wide physical signage assets, donor gift agreement covenants, historical records, and relocation/de-naming actions.

Collaborates with Donor Relations and Advancement Communications colleagues on broader stewardship deliverables and multi-channel donor touchpoints as assigned.

20%YesStrategic Planning, Stewardship Design & Deliverable Development:

Participates in short- and long-range strategic planning for donor recognition and stewardship programs, providing data-driven analyses to upper management to optimize workflows.

Conceptualizes, designs, and formats high-touch stewardship reports, donor impact summaries, and custom collateral using Adobe Creative Suite to elevate donor engagement.

Establishes standardized design templates, tracking mechanisms, and workflow efficiencies in project management systems (e.g., Workfront, Paperflite).

Performs quality assurance, proofreading, and editorial review of team deliverables, ensuring adherence to UCSF brand guidelines, gift agreements, and naming standards.

5YesOther Duties as Assigned:

Provides cross-functional project support and assistance for special Advancement Communications and Donor Relations team initiatives and events.

Assists colleagues with secondary proofreading, copy editing, and quality assurance on urgent department-wide communications deliverables as needed

Qualifications

Knowledge, Skills and AbilitiesReq / PrefBachelor's degree in communications, graphic design, project management, English, marketing, or a related discipline, and / or equivalent experience / training. ReqMinimum 2 to 5 years of professional experience as an active member of a communications, visual design, or project management team.ReqPrior professional experience as a member of a Donor Relations, Stewardship, or Advancement team within a major university, academic medical center, or complex charitable institution.ReqProficient, hands-on expertise with Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat Pro) for graphic design, document layout, and photo manipulation.ReqProficient knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) for business communications, reporting, and data analysis.ReqDemonstrated working knowledge of relational database software and CRM systems (e.g., Salesforce, Advance), including data entry, maintenance, query execution, and reporting.ReqDemonstrated proficiency in English grammar, punctuation, spelling, copy editing, and proofreading, with excellent written, verbal, and visual communication skills.ReqProven project management expertise, including the ability to independently set, negotiate, and execute priorities under tight deadlines in a multi-stakeholder environment with minimal supervision.ReqStrong analytical, critical thinking, problem recognition, and consensus-building skills to resolve operational obstacles and facilitate collaborative solutions.ReqDemonstrated ability to maintain strict confidentiality, handle sensitive donor information with discretion, and adhere to information privacy policies.ReqWorking knowledge of fundraising, donor stewardship, moves management, capital campaign naming practices, and public relations concepts and techniques.PrefWorking knowledge of UCSF and/or academic medical center infrastructure, clinical mission, research institutes, campus policies, and capital programs.PrefExperience reading and interpreting architectural floor plans, blueprints, finish schedules, and construction renderings.PrefFamiliarity with enterprise workflow and distribution platforms such as Workfront, Paperflite, Tableau, and cloud collaboration suites (Box, Slack, MS Teams).PrefBachelor's degree in related area (Communications, Graphic Design, Marketing, Humanities, Business) and / or equivalent professional experience / training. Req

Additional Information

• Job Identification: 11072
• Job Category: External Affairs
• Job Schedule: Full time
• Locations: 2001 The Embarcadero, San Francisco, CA, 94133, US ()
• Shift Length: 8 hours
• Budgeted Job Salary Range: $111,000 - $127,000
• Campus Location 1: Embarcadero Street (SF)
• Bargaining Unit: 99
• Employee Class: Career
• FLSA Status: Exempt
• Job Code and Payroll Title: 007547 | FUNDRAISER 3
• Workplace: Flexible - Ad Hoc
• FTE%: 100.00