Planned Parenthood of Central and Western NY - Manager of Annual Funds Email

AFP Member?: Yes 
Name of Organization: Planned Parenthood of Central and Western NY
Title of Position: Manager of Annual Funds
Starting Date: 01/04/2021
Salary Range (low): $65,000
Salary Range (high): $70,000
Organization Website:

Description of Responsibilities:

Annual Fund Program Management (35%)

  • Creates, implements and evaluates a comprehensive, multi-year plan to increase donors and dollars in support of PPCWNY, including all solicitation vehicles, segmentation, timing, messages, and goals
  • Develops specific strategies to increase donor retention, upgrades and acquisition
  • Monitors progress towards specified targets, including the progress of staff and volunteers towards these goals to ensure they are met •Implements broad based solicitations including direct mail and e-mail solicitation program
  • Develops strategy, annual plans, goals, and works closely with staff and vendors on content, design and production of solicitation materials to ensure drop dates are adhered to drop dates
  • Evaluates performance of solicitations and adjusts as appropriate, including testing
  • Monitors expenses and program results to manage the ideal return on investments
  • Oversees annual fund monthly giving program to ensure strong acquisition of new members, retention of existing members, and regular upgrades of sustainers
  • Oversees the employee giving program campaign each year to inspire internal support of PPCWNY
  • Provides support, coaching and advice to staff, volunteers, and colleagues in making a powerful case for annual fund unrestricted support to the affiliate’s stakeholders
  • Maintains close effective working relationships with various offices to develop and meet measurable goals for membership, committee activities, events, and an annual work plan
  • Provides effective reporting and analysis to the VP of Development for use in management decision-making
  • Shows respect to all internal and external customers for differences in backgrounds, lifestyles, viewpoints and needs in areas such as race, gender, ethnicity, creed, sexual orientation and others
Mid-Level Giving Program (25%)
  • Oversees a pool of potential donors ($1,000 - $24,999) for all regions to identify, solicit, and qualify donors with the potential to make gifts at this level; ensures that all current and previous donors at this level are solicited appropriately each year to secure support
  • Targets and segments effective mailings for growing mid-level giving; increases donor gift amounts and acquires new donors
  • Sets program targets for the identification of new annual fund and major gift prospects based on donor behavior, through volunteer contacts, personal visits, and collaboration with all program areas
  • Solicits giving society level gifts by phone and in person, and records results in the database to assure proper record keeping and tracking of results
  • Qualifies mid-level supporters for potential major gift level contributions; collaborates with staff to ensure a thoughtful and appropriate transition to portfolios
  • Utilizes Raisers Edge database to analyze program performance and monitor progress to goals
Donor Stewardship (20%)
  • Oversees the development and execution of an agency-wide donor stewardship plan, ensuring an appropriate frequency of impactful and meaningful stewardship for donors at all levels of giving
  • Ensures all gift receipts, acknowledgements, and stewardship materials convey a consistent level of quality and impact
  • Develops an annual donor giving statement and impact report that inspires renewed giving from donors
  • Manages donor named spaces projects in coordination with facilities, brand management, health center manager and other staff as required
  • Champions donor-centered communications and stewardship best practices; shares expertise and strengths with colleagues for effective affiliate communications and engagement
  • Collects and crafts stories and articles to highlight in donor materials, newsletters, e-newsletters, and annual fund solicitation letters
Constituent Engagement (10%)
  • In conjunction with Marketing and Public and Community Affairs, strategizes, develops and implements a comprehensive engagement plan for all stakeholders, including special communications such as print and email newsletters, and social media communications that are aligned with other agency external communications messages and maximizes efforts
  • In the event of a need for crisis communications, collaborates with the Office of the CEO, VP of Development, Sr. Director of Public and Community Affairs, PPFA and any other involved departments to craft and distribute approved messages for donors
  • In conjunction with the VP of Development, develops an annual calendar of engagement and cultivation events, provides support for “pop-up” events generated by volunteers and board members using existing protocols
Planned Giving Marketing (10%)
  • Creates, implements and evaluates a comprehensive plan to promote planned gifts to PPCWNY
  • Partners with PPFA and outside vendors to implement a steady marketing campaign to secure planned giving, and monitor progress to goals
  • Develops strategy, annual plans, goals, and works closely with staff and vendors on content, design and production of materials; ensures that leads generated receive follow-up
  • Ensures new planned givers are thoughtfully welcomed
  • Manages an assigned portfolio of donors who have made ultimate gifts, as assigned by VP of Development
  • Using database, identifies potential planned giving donors, informs assigned gift officer and VP of Development to ensure individual strategies are created as required
Other Accountability Activities

  • Documents all relevant activities in department’s Standard Operating Procedures
  • Participates as a member of the team; attends monthly strategy meetings, and records all individual donor interaction in the donor database using the defined agency moves management system


Organizational Budget: $20 million
Organization's Financial Sources:
Foundation and Corporate Grants
Special Events
United Way
Government Grants
Interest Income

Professional membership dues in AFP paid by organization
Vacation and Holiday Policy: 4 weeks
Medical, Dental, Health Insurance
Life Insurance
Retirement Plan: 401k match after first year

Education: Bachelor’s degree in Communications or a related field preferred, or equivalent combination of education and experience

Experience/Personal Qualifications:

  • Five (5+) years’ experience in donor development or fundraising
  • Thorough knowledge of the principles and practices of development and fundraising with an understanding of individual giving programs, and detailed understanding of annual fundraising programs, such as direct mail and personal solicitation programs preferred
  • Experience in personally soliciting financial gifts
  • Knowledge of modern data management practices and techniques including data-based computerized information systems, data modeling, and models of analysis that lead to effective decision making on behalf of the program
  • Proficiency in Raisers Edge, Microsoft Office, Teams and/or SharePoint preferred
  • Demonstrated ability to work effectively both independently and in a team environment with a variety of personalities and communication styles Must possess superior verbal and written communication skills along with outstanding organizational and time management skills
  • Outstanding interpersonal skills necessary to engage and maintain positive working relationships internal and external donors, stakeholders and supporters at all levels
  • Must be able to work a flexible schedule to include evenings, weekends, and some travel within the region
  • Demonstrated ability to effectively motivate, train and support staff and volunteers Planned Parenthood seeks individuals who have demonstrated experience building an inclusive and respectful organizational culture that leverages diversity
  • Planned Parenthood seeks candidates who have proficiency in one of the following languages, including but not limited to: Spanish, Nepali, Arabic, and Swahili
  • A commitment to Planned Parenthood of Central and Western NY (PPCWNY)’s mission, vision and values along with a commitment to providing services to a diverse range of clients and to the goals of PPCWNY is essential

Specific Requirements of Position:
Annual Campaigns
Newsletter Production
Annual Report/Brochure Production
Special Events Planning
Computer - Spreadsheets
Computer - Word Processing
Direct Mail
Donor Research
Personal Automobile

Position Reports to: Debra Walker, VP of Development

Send Correspondence to:
Alix Fischer, HR Assistant
Planned Parenthood of Central and Western NY
585.546.2771, ext. 1291
114 University Ave
Rochester, New York 14605
[email protected]

Include with Correspondence:
Cover Letter