Michelle Lean

Donor and Alumni Relations Professional

PROFESSIONAL EXPERTISE

Senior Fund Stewardship Officer
Marketing, Communications, and Donor Relations

Full-Time (May 2020 – January 2024)

 

Fund Stewardship Officer
Department of Development, Queen’s University, Kingston, Ontario

Full-Time (April 2013 – May 2020)

• Designed and launched process mapping, templates, and e-signature protocols in consultation with Dean, Associate Vice-Principal, Vice-Principal, and Provost offices for the new gift agreement process in 2020 
• Initiated and designed segmentation coding for Advance Web to enhance statistical data on trusts and endowments based on strategic priorities (i.e. marginalized student groups, departmental programming, and fundraising campaigns)
• Collaborated with fundraisers, faculty and department leadership, financial services, the University Registrar, and the School of Graduate Studies to negotiate new trusts and endowments that will both accomplish the philanthropic goals of the donor and meet the strategic objectives of the University
• Built the formal gift agreement documents and internal terms of reference for a wide variety of new donor trusts and endowments (approximately 120 per year), beginning with drafting the initial documents to ensure that they have been duly approved, written, and signed in accordance with university standards and that they respect the donor’s wishes
• Managed an online award notification program that notifies over 1,000 donors per year on the recipients of their established awards, including collected thankyou submissions reviewed and vetted by administrative staff
• Prepared and audited annual financial reports for donors (approximately 700 per year), ensuring that reports meet rigorous financial standards of accuracy and are forwarded to donors in a timely manner
• Coordinated online training for new and existing colleagues for the Advance Web allocation software tracking of trusts and endowments
• Utilized PeopleSoft financial reporting software to audit fund reporting, review current fund balances, and create reports for presentation to donors by Advancement colleagues
• Designed database queries and prepared comprehensive reports for internal stakeholders (i.e. Principal, Provost, VP Advancement, Deans or Department Heads) and annual year-end reports for the Board of Trustees and external committees

Alumni Officer, Online Communications
Alumni Relations, Queen’s University, Kingston, Ontario

Full-Time (December 2008 – April 2013)

• Identified emerging media mobile trends, assessed vendor products, and worked with Electronic Communications developers to create mobile solutions for Queen’s Alumni Relations web and social media initiatives
• Worked with Alumni Relations staff and volunteers to ensure that the content was relevant, timely, and consistent with Queen’s visual identity standards, web publishing standards, and best practices
• Maintained editorial calendar and managed the responsibilities of the content author(s), and managed AR website, email and website-related access
• Monitored and evaluated the website and email analytics to improve user experience and engagement
• Provided support and training to AR staff in open-source web software and email marketing application
• Managed online community through Harris Connect and its applications
• Oversaw email marketing campaigns to alumni; proofed, tested and sent final emails using the Harris email application (approximately 800 emails per year)
• Created content for both Queen’s Alumni Facebook page and Twitter feed to continually engage supporters with Queen’s Alumni news and messaging
• Collected and reviewed social media-related analytics and reporting tools to develop relevant processes for reporting on usage of/engagement with Queen’s Alumni Relations

Alumni Officer - Education & Travel, Alumni Relations - Queen’s University, Kingston, Ontario

Full-Time (May 2005 - December 2008)

• Coordinated tour planning and selection process for approximately 30 or more annual tours in cooperation with the University of Toronto, McGill University and Western University
• Processed, tracked and reported on registration, tour remuneration and travel insurance commissions
• Managed data mining and vetting of individual tour mailings and transfer of data to external mailing houses (via FTP software)
• Designed content and layout of all travel marketing materials (i.e. Annual Alumni Travel Catalogue, Alumni Review magazine, e-newsletter and travel web pages)
• Identified and participated in the recruitment of faculty for alumni travel lecture positions

Donor Stewardship Officer - Alumni Relations & Annual Giving, Queen’s University, Kingston, Ontario

Full-Time (May 2004 - May 2005)

• Coordinated the Queen’s Annual Appreciation Society program (including annual letter correspondence, society pin recognition and Grant Hall Society Dinner)
• Designed, vetted and coordinated the printing of the Queen’s Annual Report of Contributions
• Coordinated production and signing of Principal’s acknowledgement letters to annual donors
• Composed and designed annual gift receipt acknowledgments in cooperation with the Gift Services department
• Documented program policies and procedures governing technical reporting requirements for Queen’s Annual and Lifetime Giving Societies

Administrative Assistant - Donor Relations & Stewardship, Queen’s University, Kingston, Ontario

Full-Time (June 2001 - May 2004)

• Performed financial and accounting duties in support of the department, such as invoicing, monitoring, and reconciling accounts, preparing travel expenses, and preparing spreadsheets to assist budget preparations
• Provided administrative support to the Director, including scheduling, composing correspondence, prioritizing projects, and minute-taking
• Provided administrative support to Donor Relations and Stewardship Officers, including support at special events, updating donor displays, and preparing Terms of Reference documents for delivery
• Implemented the regular greeting card system, acknowledging birthdays, gift anniversaries, and special holidays
• Maintained personnel files, tracked vacation leaves, prepared material for annual plans and performance reviews, employment requisitions and contracts