Position Information

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Associate Director of Advancement for Stewardship and Donor Relations

Academic Professional Position

Associate Director of Advancement for Stewardship and Donor Relations

Office of Library Advancement

University of Illinois Library at Urbana-Champaign


Position Available:  As soon as possible after closing date.  This is a full-time, Academic Professional position in the University Library.


 Diversity, Equity, Inclusion and Accessibility Statement and EEO Statement: The University Library of the University of Illinois at Urbana-Champaign values diversity of thought, perspective, experience, and people, and is actively committed to a culture of inclusion and respect. We are dedicated to the practices of social justice, diversity, and equality, and we strive to overcome historical and divisive biases in our society and embrace diverse points of view as assets to the fabric of our community. All positions will be called on to contribute to building this environment in the Library and throughout the campus community, and we encourage candidates who share these values to apply.


The University of Illinois is an Equal Opportunity, Affirmative Action employer that recruits and hires qualified candidates without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or veteran status. For more information, visit http://go.illinois.edu/EEO.

Environment:  The University of Illinois Library at Urbana-Champaign is one of the preeminent research libraries in the world. With more than 14 million volumes and significant digital resources, it ranks second in size among academic research libraries in the United States and first among public university libraries in the world. As the intellectual heart of the campus, the Library is committed to maintaining the strongest possible collections and services and engaging in research and development activities in pursuit of the University’s mission of teaching, scholarship, and public service. The Library currently employs approximately 90 faculty and 300 academic professionals, staff, and graduate assistants. For more detailed information, please visit http://www.library.illinois.edu/. The Library consists of multiple departmental libraries located across campus, as well as an array of central public, technical, and administrative service units. The Library also encompasses a variety of virtual service points and “embedded librarian” programs. 


Salary and Rank:  Minimum salary is $58,000 and commensurate with credentials and experience.  


Terms of Appointment: Twelve-month appointment; 24 annual vacation days; 11 annual paid holidays; 12 annual sick-leave days (cumulative), plus an additional 13 sick-leave days (non-cumulative) available, if needed, each year; health insurance requiring a small co-payment is provided to employee (with the option to purchase coverage for spouse and dependents); required participation in State Universities Retirement System (SURS) (8% of annual salary is withheld and is refundable upon termination), with several options for participation in additional retirement plans; newly-hired employees are covered by the Medicare portion of Social Security and are subject to its deduction.


Campus and Community: The University of Illinois at Urbana-Champaign is a comprehensive and major public land-grant university (Doctoral/Research University-Extensive) that is ranked among the best in the world. Chartered in 1867, it provides undergraduate and graduate education in more than 150 fields of study, conducts theoretical and applied research, and provides public service to the state and the nation. It employs about 3,000 faculty members who serve over 33,000 undergraduates and 15,000 graduate and professional students. More information about the campus is available at www.illinois.edu. The university is located in the twin cities of Champaign and Urbana (total population 207,000) in east-central Illinois, and is situated about 140 miles south of Chicago, 125 miles west of Indianapolis, and 180 northeast of St. Louis. The University and its surrounding communities offer a cultural and recreational environment ideally suited to the work of a major research institution. For more information about the community, visit: https://with.illinois.edu/advancement/living-in-c-u/or https://www.champaigncounty.org/ 


To Apply:  To ensure full consideration, please complete your candidate profile at https://jobs.illinois.edu.  and upload a letter of interest, resume, and contact information including email addresses for three professional references. Applications not submitted through this website will not be considered. For questions, please call: 217-333-8169.


Deadline:  In order to ensure full consideration, applications and nominations must be received by May 20, 2022. The review of applications will continue until the position is filled.


University of Illinois faculty, staff and students are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable University processes.


The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Convictions are not a bar to employment. As a qualifying federal contractor, the University of Illinois System uses E-Verify to verify employment eligibility. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit Policy on Consideration of Sexual Misconduct in Prior Employment.

Position: Associate Director of Advancement for Stewardship and Donor Relations
Organization: University of Illinois at Urbana-Champaign Library
Location: Urbana,  IL 
United States
Posting Start Date: 4/26/2022
Date Posted: 4/26/2022

Primary Position Function/Summary: This position is responsible for creating and implementing policies, procedures and practices that ensure responsible and ethical administration, acknowledgement, and management of gifts to the University Library. The position is also responsible for creating and implementing events, programs and messaging that increase the overall engagement of alumni and friends with the University Library.


Major Duties and Responsibilities:

Primary responsibilities include, but are not limited to:



  • Leading gift acknowledgement process by developing and implementing procedures to ensure the accuracy, personalization, and timeliness of acknowledgments to donors.
  • Leading the Library Advancement team in the gift documentation process.  Oversee all fund requests, statements of gift, and gift agreements in coordination with the Assistant Dean and the major gift officers.
  • Creating personalized gift acknowledgement letters for the Dean of Libraries.
  • Overseeing the appropriate use of endowment funds by working closely with unit librarians and colleagues in OVCIA and UIF to ensure the funds are being used according to the terms set forth in fund agreements.
  • Collaborating with stewardship professionals within OVCIA and across campus to determine best practices for effective stewardship of gifts.
  • Leading collaboration efforts with the Assistant Dean for Library Advancement and Advancement staff to design and create communication materials for reporting gift impact to fund donors and other audiences. 
  • Managing stewardship plans for specific donors and engaging key donors by phone and e-mail to build relationships and encourage further giving. 
  • Responding to specific comments and questions arising from campaign activity, requiring knowledge of sensitive University issues and appropriate responses.
  • Identifying and documenting how current-use and endowed gifts are used by the Library.
  • Overseeing gift fund balances, especially those highlighted in accumulation and deficit reports.

Donor Relations 

  • Facilitating alumni/friend engagement opportunities in collaboration with the Dean of Libraries, the Assistant Dean of Library Advancement, and the Library’s Advancement staff.
  • Creating and facilitating donor recognition materials and facilitating a comprehensive donor communications strategy.
  • Managing all aspects of Library Office of Advancement events, including staffing, assisting in the development of publicity materials, catering, photography, etc.
  • Managing and planning volunteer leadership meetings including agenda, information packets, event logistics, and follow up materials.
  • Managing relationships with multiple vendors including venue contacts, design and printing companies, decor vendors, catering vendors, audio visual companies, entertainment contacts, lighting companies, and others.
  • Working closely with the Library Business & Human Resources Service Center in managing contracts, invoices, purchase orders, vendor approvals, etc.
  • Creating event timelines incorporating logistics and speakers/programs. Writing remarks for the Dean of Libraries and others, as needed, for Advancement events.
  • Conducting meetings and creating reports after events that outline cost, program, timeline, and areas for improvement.


  • Serving as a key contributor and subject matter expert in Library Advancement strategy meetings, assisting colleagues, and providing support for all ongoing programs and operations as needed to help meet the Library’s annual fundraising goals.
  • Leading collaboration efforts with office staff on stewardship and donor relations, including but not limited to gift processing and acknowledgement.
  • Attending Library-wide events as necessary to represent the Library Office of Advancement and remain informed about Library initiatives and programs.
  • Potential for supervision of additional donor relations, outreach and engagement staff.

Position Requirements and Qualifications:



  • Bachelor’s degree
  • Three years of successful advancement experience or experience in a related field
  • Operational knowledge of the components of event planning and stewardship
  • Strong public relations and writing skills
  • Ability to organize multiple tasks and priorities simultaneously
  • Demonstrated excellent verbal and interpersonal communication skills


  • Gift documentation and fund management
  • Creating and implementing stewardship plans/activities
  • Event management
  • Vendor relations
  • Donor outreach 
  • Knowledge or understanding of library operations and services
  • TED or other fundraising/Constituent Relationship Management (CRM) systems 

Academic Professional employees are encouraged to use “investigation time” to pursue areas of interest, not directly in support of an immediate program need, in accordance with the University Library’s policy on Investigation Time for Academic Professional Employees <http://www.library.illinois.edu/administration/human/resources/investigationtime.html>. Some investigations originating in this manner may evolve into regular work assignments or production activities. 

Status: This listing expires on: 7/25/2022
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Organization Information
University of Illinois at Urbana-Champaign Library
1408 W Gregory Dr

Urbana,  IL 61801
United States
(217) 265-0244
Aneitre Johnson