Project Manager, Individual Giving

United Way of Greater Milwaukee & Waukesha County; Milwaukee (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

The United Way of Greater Milwaukee & Waukesha County is seeking a Project Manager, Individual Giving to oversee donor communications, stewardship, and engagement initiatives that support leadership giving. This role coordinates publications, newsletters, campaigns, and acknowledgments across fundraising, marketing, data, and digital teams.

You will manage annual Leadership Society donor recognition publication for 5,000+ names, the electronic newsletter, solicitation campaigns, and donor

Qualifications

• Undergraduate degree related to marketing, sales, business, or philanthropy and a minimum of 2–4 years' experience, or equivalent experience directly related to fundraising
• Requires experience in nonprofit fundraising and basic understanding of United Way's model
• Direct Response campaign experience including direct mail, email solicitation, and follow-up best practices
• Extensive computer experience (Word, PowerPoint, Teams) and the ability to learn new programs independently
• Excel expertise for multiple purposes and the ability to research and utilize functions independently
• Strong analytical abilities to manage and utilize large data files
• Database and project management experience
• Attention to detail essential
• Ability to communicate and interact well on all levels
• Demonstrated skills in writing and editing copy for various purposes

Responsibilities

• Lead annual Leadership Society donor recognition publication process for 5,000+ names and manage production timeline
• Create and manage production timelines; audit lists with Data Team before populating documents
• Collaborate with Marketing Director to design the donor registry
• Coordinate copy for assigned sections and distribute for review
• Coordinate printing and distribution of print and electronic pieces
• Manage monthly electronic newsletter with Digital Marketing & Communications Specialist
• Set annual calendar for Leaders United; collect content, photos, and links for articles
• Review performance metrics and adjust strategy for continuous improvement
• Proofread content and obtain approvals from leadership before publication
• Support donor stewardship mailings and event prospecting data management
• Participate in special workgroups and projects as assigned

Skills

Donor communications

Project coordination

Editing copy

Data integrity

Nonprofit fundraising

Stakeholder collaboration

Education

Undergraduate degree related to marketing/sales/business/philanthropy

Tools

Excel

Word

PowerPoint

Teams

Job description

JOB DESCRIPTION (Non-Management)

Job Title: Project Manager, Individual Giving

Status: Full-Time

Full Time Department: Resource Development

Grade: 26

Date Prepared: July 2026

FLSA Status: Exempt

JOB SUMMARY

This position is responsible for managing key donor communications, stewardship, and engagement initiatives that support leadership giving. This role manages the production of donor recognition publications, electronic newsletters, solicitation campaigns, stewardship and acknowledgment processes, and event prospecting activities. Working collaboratively across fundraising, marketing and communications, data, and digital teams, the project manager ensures the timely, accurate, and effective execution of donor communications and mailings while maintaining high standards of quality, data integrity, and project management. The ideal candidate is highly organized, detail-oriented, and skilled at coordinating multiple projects and deadlines in a collaborative environment.

RESPONSIBILITIES

MANAGE ANNUAL CREATION AND PUBLICATION OF LEADERSHIP REGISTRY

• Lead the management and production of annual Leadership Society donor recognition publication process and ensure that donor and company information is accurate for over 5,000 names
• Create and manage the timeline for production
• Work with Data Team to create audit lists to review and edit before populating document
• Work with Marketing Director to design the registry
• Work with all relevant teammates to create copy for the sections assigned to them
• Distribute to all RD to review audited lists and make edits as appropriate
• Coordinate printing of piece
• Oversee distribution of the piece electronically to Leadership Donors and print pieces for major donors

MANAGE LEADERSHIP ELECTRONIC NEWSLETTER

• In partnership with the Digital Marketing & Communications Specialist, manage creation and deployment of monthly electronic newsletter

• Manage annual calendar for creation of Leaders United; set deadlines for each monthly issue
• Work closely with Donor Networks teammates to recommend content and collect article bullet points, photos, and links in a timely manner for Digital Marketing Specialist to write articles
• Submit all elements to Digital Systems or Communications team for design five business days in advance of deployment date
• Review performance metrics regularly and adjust strategy, accordingly, aiming for continuous improvement
• Ensure all content is relevant, timely, and interesting to Leadership Donors
• Serve as a proofreader and gain approval from Director, Individual Engagement and Manager, Donor Networks for each issue

MANAGE LETTER SOLICITATION CAMPAIGN

• Create and manage the timeline for developing, ordering, and mailing all solicitation letters and relevant materials
• Request and format relevant data for Account Manager and MGO review to make accurate goal and letter assignments
• Request relevant data to send audits to Account Managers and MGOs
• Work with mail house representatives for monthly solicitations
• Develop content and schedule email solicitations
• Set up source codes for all letter types

MANAGE ACKNOWLEDGEMENT PROCESS

• Manage postcard acknowledgement for gifts under $1,200 to donors in and out of workplaces
• Pull and format acknowledgement reporting data, and distribute weekly Leadership and Major Gift acknowledgement data to Account Managers and MGOs
• Co-manage CEO Outreach List for ongoing stewardship, often in-tandem with gift acknowledgement at all levels

MANAGE EVENT PROSPECTING PROCESS

• Pull and format prospecting data for event registrants, before and after signature events
• Upload prospecting data to CRM
• Manage event prospecting thank you card mailing

MANAGE DONOR STEWARDSHIP MAILING PROCESS

• Pull and format data for Individual Giving stewardship mailings
• Ensure all materials are mailed in a timely manner

OTHER DUTIES

• Actively participate in special workgroups and projects as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

EDUCATION & EXPERIENCE REQUIREMENTS

Undergraduate degree related to marketing, sales, business, or philanthropy and a minimum of 2-4 years' experience, or equivalent experience directly related to fundraising

• Requires experience in nonprofit fundraising and basic understanding of United Way's model
• Direct Response campaign or relevant experience preferred including direct mail, direct mail segmentation, email solicitation, and follow-up best practices
• Extensive computer experience (Word, PowerPoint, Teams) and the ability to learn new programs independently required
• Requires significant expertise and experience in utilizing Excel for multiple purposes and the ability to research and utilize functions as the need arises independently
• Strong analytical abilities to manage and utilize large data files required
• Database and project management experience required
• Attention to detail essential
• Ability to communicate and interact well on all levels
• Demonstrated skills in writing and editing copy for various purposes

CORE COMPETENCIES

• Mission-Focused. The top priority for all United Way professionals is to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
• Relationship-Oriented. United Way professionals understand that people come before process and is astute in cultivating and managing relationships toward a common goal.
• Collaborator. United Way professionals understand the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
• Results-Driven. United Way professionals are dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand Steward. United Way professionals are stewards of the brand and understand their role in growing and protecting the reputation and results of the greater network.

AMERICANS WITH DISABILITIES

It is the policy of UWGMWC to comply with all relevant and applicable provisions of the Americans With Disabilities Act (ADA), as amended. UWGMWC will not discriminate against any qualified applicant with respect to any terms, privileges or conditions of employment based upon an individual's physical or mental disability. UWGMWC will also make reasonable accommodation whenever and wherever possible for all employees or applicants with disabilities provided that the individual is otherwise qualified to safely perform the duties and assignments required by the job, and provided that any accommodation does not require significant difficulty or expense. UWGMWC's policy of non-discrimination applies to all personnel and employment practices including, but not limited to, job application procedures, hiring, advancement, termination, compensation, job training and other terms, conditions and privileges of employment.

EQUAL OPPORTUNITY EMPLOYER

It is the policy of UWGMWC to provide equal employment opportunity to all individuals regardless of their race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status or military service, or other non- merit factor or other legally protected characteristic. This applies to all recruiting, hiring, placement, training, promotion, compensation, transfers and other employment-related programs and personnel actions.

BELONGING & INCLUSION STATEMENT

Belonging & Inclusion is a core value at United Way of Greater Milwaukee & Waukesha County. We strive every day to enhance the culture of belonging and are passionate about building and sustaining an inclusive and equitable working environment. We believe this allows us to attract, retain the best possible colleagues to use their full gifts to serve our community. We are looking for other great colleagues who are excited about this important work.

This job description indicates the general nature and work level performed by employees within this position. It is not designed to be a comprehensive inventory of all duties and qualifications required. The duties and/or requirements of this position may be modified, added, or deleted at any time. Other duties may be assigned.