Job SummaryThe purpose of Advancement and Alumni Relations (AAR) is to foster a thriving and engaged community of support for Caltech. By strengthening and nurturing the community of people who share and support the Institute's mission and values, we will ensure the Institute receives the necessary resources to achieve our aspirations and advocate for excellence in teaching, research, and scholarship in perpetuity.
Reporting to the Director of Stewardship, the Assistant Director of Stewardship is charged with supporting Caltech's comprehensive donor-centric stewardship program, which enhances the donor experience through accurate and consistent stewardship reporting. The Assistant Director possesses exceptional organizational skills, high attention to detail, an ability to meet deadlines, and a strong commitment to customer service. Partnering with other members of the Stewardship team, the Assistant Director helps ensure the long-term sustainability of Caltech's donor stewardship efforts by maintaining accurate data, mastering internal reporting processes, and creating additional efficiencies within the unit's reporting systems.
Essential Job Duties- Regularly audit new gift fund records, as well as systematically review older fund records, to preserve Stewardship's data integrity through consistent data collection and regular maintenance and enhancement of information within the AAR database.
- Run reports and provide relevant data for the team's centralized, annual fund stewardship reporting activities for more than 700 endowed and current-use funds.
- Help request and compile content for stewardship reports, such as student questionnaire responses for scholarship and fellowship reports.
- Manage data within the ThankView system to facilitate the collection and distribution of stewardship videos from scholars, fellows, and other members of the campus community.
- Compile information for and facilitate mass uploads of scholarship recipient, fellowship recipient, and endowed fund financial data to the AAR database.
- Maintain a comprehensive inventory of endowed professorship and leadership chair faculty appointments at Caltech; provide regular updates to Faculty Records, the Provost's office, and Fund Accounting.
- Work collaboratively with Advancement Information team and stewardship colleagues to track donor gifts and monitor, maintain, and regularly update information about giving society members and stewardship preferences.
- Help coordinate e- and hard copy mailings of donor impact reports and other donor stewardship efforts.
- Maintain gift fund data and the highest level of confidentiality and discretion necessary when working with financial and gift information.
- Working with stewardship team members, support the tracking of data for individualized stewardship strategies and plans for major donors. This includes:
- Preparing donor data for stewardship team and prospect manager review.
- Tacking donor stewardship milestones such as birthdays and anniversaries of significant donor-funded centers, institutes, and related initiatives.
- Support the daily processing of gift acknowledgment correspondence, as needed.
- Support generation of gift agreements, as needed.
- Provide outstanding customer service to AAR colleagues and other internal stakeholders regarding inquiries about annual stewardship reporting activities.
- In conjunction with stewardship colleagues, proactively identify and resolve issues that impede the fulfillment of donor intent or provide information to campus partners that provides clarity to donor intent.
- Perform other duties and special projects as assigned.
Basic Qualifications- Bachelor's degree or equivalent related work experience.
- Three years or more of experience in a nonprofit or higher education setting, with progressive responsibilities in administrative support, data management, and project coordination.
- Experience with the philosophy and practices of institutional advancement and the principles of donor stewardship.
- Excellent organizational, time management, and project management skills; ability to work collaboratively as well as manage projects proactively and independently to completion with limited oversight.
- Meticulous attention to detail and accuracy.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Advanced proficiency in Microsoft Excel and other programs that provide the ability to interpret, manage, and track large quantities of data.
- Experience using business databases to maintain and extract data.
- Excellent verbal and written communication skills, including outstanding proofreading skills; ability to communicate effectively and efficiently with co-workers and the campus wide community.
- Demonstrated ability to handle confidential information with discretion.
- Strong customer service orientation and skills, demonstrating a professional and friendly demeanor, including the ability to anticipate and provide helpful service to internal and external customers.
- Ability to articulate process and procedures in order to support and train others.
- Authentic curiosity about science and technology.
- Demonstrate the ability to practice and adhere to AAR's Guiding Principles.
Preferred Qualifications- Proficiency with Ellucian's Advance advancement and alumni relations database software or similar CRM.
- Experience with other applications/tools such as Encompass, ThankView, InDesign, or other donor stewardship technologies.
- Experience with SharePoint, Power Automate, and/or some basic coding skills a plus.
Required DocumentsHiring Range$68,400 - $104,000 per year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.
