Donor Relations Specialist

Donor Relations Specialist

All May See Foundation

Position Type: Full time in office position

Reports to: President, All May See Foundation

Location: Wayne and Gladys Valley Center for Vision San Francisco, CA

Position Summary

That Man May See, Inc. doing business as the All May See Foundation seeks a highly organized, professional, and mission-driven Donor Relations Specialist to provide essential fundraising, administrative, and executive support to advance the Foundation’s philanthropic mission.

The All May See Foundation is a 501 (c)(3) public charity and the official philanthropic arm of the UCSF Department of Ophthalmology and the Francis I. Proctor Foundation. Since 1971, the Foundation has supported vision research, patient care, medical education, and community outreach dedicated to preventing blindness and restoring sight through private philanthropy.

The Donor Relations Specialist plays a vital role in developing and implementing strategies to build and maintain strong relationships with donors and supporters of All May See Foundation. This position is responsible for fostering a culture of donor-centricity and ensuring effective communication and stewardship of donors to drive donor retention and engagement. The Donor Relations Specialist will work closely with the fundraising team to meet fundraising goals and support the organization's mission.

This position combines development operations, donor relations, event coordination, communications support, and high-level executive assistance to the President. The ideal candidate will be detail-oriented, discreet, warm, proactive, and comfortable working in a fast-paced nonprofit environment with donors, board members, faculty, physicians, volunteers, and institutional partners.

Key Responsibilities

Fundraising & Development Support

• Support the President and All May See staff in implementing fundraising strategies for annual giving, major gifts, foundation grants, planned giving, special campaigns, and donor stewardship.
• Maintain a portfolio of donors in the $10,000 range.
• Assist with prospect and donor calls, fielding questions and providing information about donating.
• Assist with completion of donor correspondence, acknowledgment letters, pledge reminders, proposals, reports, and other cultivation materials.
• Using Docusign prepares disbursements of donor-designated, faculty peer-reviewed and chair awards, maintaining records and filing as appropriate.
• Maintain accurate donor records, gift documentation, contact notes, and follow-up actions.
• Help prepare briefing materials for donor meetings, board meetings, faculty meetings, and fundraising visits.
• Track donor engagement, proposal deadlines, stewardship commitments, and reporting requirements.
• Assist with donor research, prospect identification, and preparation of donor profiles.
• Coordinate gift processing documents, transmittal forms, pledge agreements, and supporting materials.
• Work closely with the President to ensure donors receive timely, thoughtful, and accurate communication.

Donor Relations & Stewardship

• Visit donors/patients while attending their vision appointments at the Wayne and Gladys Valley Center for Vision and provide needed follow-up.
• Help coordinate meaningful stewardship for individual donors, foundations, corporations, board members, alumni, and friends of the Foundation.
• Assist with personalized donor communications, recognition materials, impact updates, and event follow-up.
• Support stewardship reports for restricted gifts, endowments, equipment grants, and campaign commitments.
• Help maintain donor lists for appeals, newsletters, events, annual reports, and special recognition opportunities.
• Support cultivation activities such as salons, receptions, alumni gatherings, legacy events, and donor visits.

Donor Database Management

• Maintain accurate and up-to-date donor information in the organization's CRM system. Track donor interactions, contributions, and communication to ensure effective donor segmentation and personalized outreach.

Events & Communications Support

• Assist with planning and logistics for donor events, board meetings, receptions, faculty presentations, campaign gatherings, and stewardship activities.
• Coordinate invitations, RSVP lists, nametags, event materials, seating, catering, follow-up correspondence, and post-event reports.
• Support the preparation of newsletters, appeals, annual reports, Vision magazine materials, website content, and social media updates as needed.
• Help organize photos, testimonials, faculty updates, donor stories, and program information for communications and stewardship purposes.

Board & Committee Support

• Assist in preparing materials for Board of Directors, Executive Committee, Audit Committee, Fund Development Committee, and other meetings.
• Support meeting coordination, including calendar invitations, Zoom links, room reservations, catering, and document distribution.
• Take notes and assist in drafting meeting minutes as needed.
• Track action items, board requests, committee assignments, and follow-up deadlines.
• Maintain organized board and committee files.

Office & Administrative Operations

• Manage the President’s calendar, including meetings with donors, board members, faculty, university partners, volunteers, and community leaders.
• Schedule meetings, prepare agendas, organize materials, and track follow-up items.
• Draft, edit, and format correspondence, emails, reports, talking points, presentations, and board materials.
• Handle confidential information with professionalism and discretion.
• Assist with travel arrangements, meeting coordination, expense documentation, and reimbursement materials.
• Serve as a professional point of contact for the President’s office, ensuring timely and courteous communication.
• Help the President prioritize deadlines, commitments, and follow-up actions.
• Maintain organized electronic and physical files for development, board, donor, financial, and administrative records.
• Assist with mailings, document preparation, scanning, filing, database updates, and vendor coordination.
• Support coordination with the external partners such as the finance contractor, auditors, university partners, consultants, designers, printers, and other service providers.
• Help ensure deadlines are met for reports, proposals, acknowledgments, audits, tax documents, and board materials.
• May be asked to perform other duties as assigned to support the Foundation’s mission and operations.

Qualifications

Required

• Bachelor’s degree.
• Minimum of 3–5 years of experience in nonprofit development, executive support, donor relations, administration, higher education, healthcare, or a related field.
• Excellent writing, editing, proofreading, and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, deadlines, and confidential matters.
• Professional, gracious, and service-oriented demeanor.
• Proficiency with Microsoft Office, Google Workspace, Zoom, and donor or CRM databases.
• Comfort interacting with board members, major donors, physicians, faculty, volunteers, and senior leaders.
• Ability to work independently while also functioning as part of a small, collaborative team.

Preferred

• Experience in fundraising, donor stewardship, healthcare philanthropy, academic medicine, or higher education advancement.
• Familiarity with donor databases, gift processing, grant tracking, and board support.
• Experience preparing nonprofit meeting materials, minutes, donor correspondence, and stewardship reports.
• Interest in vision research, patient care, medical education, and nonprofit philanthropy.

Desired Attributes

The successful candidate will be:

• Warm, polished, and professional.
• Highly organized and dependable.
• Proactive and able to anticipate needs.
• Discreet with confidential information.
• Detail-oriented while keeping the larger mission in mind.
• Comfortable working with donors and senior leaders.
• Flexible, calm under pressure, and solutions focused.
• Committed to advancing the mission of the All May See Foundation.

Compensation

Compensation will be commensurate with experience and qualifications. Benefits will be provided in accordance with the Foundation’s policies.