We are often asked for a sample job description for a major-gifts officer (MGO).
I have read enough of job descriptions out there in the marketplace to wonder if anyone knows how to write one assures the MGO is on point and effective. I know that sounds a bit elitist, but honestly, when you read a job description that has everything in it you could imagine, it's no wonder that the MGO is walking around with his or her head spinning in circles asking: "What should I do first? What are my priorities?"
There are job descriptions that run the range of doing administration work, PR work, organizing events, communications work and a host of other informational/marketing tasks where you can barely find anything about fundraising let alone managing a caseload of donors.
When writing a MGO job description, I like to think about the values that should be represented in each section of the job description. So that is how I have organized this post. Stick with me, and see if you agree. Here are the sections:
The title
There should be two titles. An inside one (that's for HR, etc.) and an outside one — the one that really matters and relates to donors. The inside one is the functional, organizational position title, like major-gifts officer. The outside one should NEVER mention money or fundraising. I suggest donor relations director because it has to do with donors and the relationship with the donors.
Who the position reports to
Please only have ONE person. No splits.
Who relates closely with the position
This is mostly other MGOs, program people and finance. Don't put PR, marketing or communications in here — we are talking fundraising.
Purpose of position
Here is where it gets dicey. I like to state this very simply as follows: "To secure funds for the organization by managing a group of assigned, qualified donors (caseload) assuring that as many as possible are retained as continuing donors to the organization and are upgraded in their giving and involvement."
There are several key values here. The major purpose is to secure funds, NOT make impressions or deal with volunteers or be a community activist or a whole load of other baloney that I read in most job descriptions. Raise money. Period. Then it's about raising money from an assigned group of qualified donors. Then two other values: retention and upgrading. That's it. No other purpose.
Approximate hours per week required by position
You have to put this in here, and you really have to set up an expectation for travel here. Remember, the MGO function is about being out of the office — travel. I can't tell you how many MGOs really expect not to travel. So, you need to set an expectation.
Benefits of this position
Here's the reason this goes in here. It's important to tell the prospective employee what you believe the benefits of doing the job are. Read carefully. Here is what I say: "The benefit of this position will be the satisfaction of helping donors fulfill their passions and interests through their giving to (name of organization)." Hmmmm. Notice I don't mention money. It is about helping the donor realize her interests and passions. This is important.
Ongoing responsibilities
Now we finally get to the major categories of work. I usually restrict this list to no more than five main categories and the required "catch-all" category as follows:
- Will qualify a group of caseload donors.
- Will create individual goals for each person on his or her caseload based on the donor's history of giving and the organization's knowledge of that donor's potential.
- Will create a plan for each donor that will serve as a foundational communication and marketing plan for each person on the caseload. Will faithfully and on a timely basis execute that plan so individuals on the caseload are retained and upgraded.
- Will work with program and the communications department to secure appropriate project information, including budgets, and create offers, proposals and asks that will be used with persons on the caseload to secure gifts.
- Will create monthly reports as required by management that accurately reflect caseload activity and performance.
- Will perform other major donor activities as may be required.
Notice how simple and to the point this is. I have seen job descriptions where this list is 15 to 25 items!! Made me tired just reading it. Crazy. I asked the person why they had to have so many. "Because HR requires it!" Whew — get rid of the HR department. This is nuts.
Accountability — performance will be measured by
OK, this is the accountability section. It is important to note that this section mirrors the responsibility section. Here's why. For everything we ask you to do we are going to tell you how we will measure you in that area. Makes sense, doesn't it? Then why don't more folks do it? Especially when MGOs are wondering how they will be evaluated? So here are what the mirror points read like:
- Ability to qualify caseload donors that represent the highest giving potential for the organization.
- Ability to create reasonable financial goals for each donor, which is based on the donor's giving and the potential.
- Ability to create a personal contact and ask plan that takes into account the individual donor's interest, motivations, giving patterns and ask preferences, for each donor on his or her caseload, in a timely and cost-effective manner, and retains and upgrades donors.
- Ability to secure project and organization information and create and write effective offers, proposals and asks. Ability to secure information that can be sent back to donors to report on how their money was used.
- Ability to create timely reports that reflect caseload and MGO performance.
- Ability to manage people, process, deadlines and budget while adhering to the policies and procedures of the organization and ability to get along with peers, subordinates and management and maintain a positive and constructive attitude while solving problems. Ability to protect the mission, goals and values of the organization. (Sorry, this one is a little wordy, but you can see there are important values in here.)
So that sums up what we believe is the ideal MGO job description. It states things very succinctly and tells the MGO how he or she will be evaluated. And, it sets an expectation for performance and attitude, two very important aspects for evaluation.
Please be very diligent to write good job descriptions for each MGO. It is so important that these good people know what they are supposed to do and know how they will be evaluated.
Believe me, very few MGOs know these two things. And it is tragic. I find a great deal of fulfillment in being a tiny part of changing this. Write and tell me your stories in this area. I would love to hear them.
—Richard
- Categories:
- Major Gifts
- Staffing & Human Resources