Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary The purpose of Development and Institute Relations (DIR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech's mission and values, we will ensure the Institute receives the necessary resources to achieve Caltech's aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity. DIR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.
The Donor Services Assistant, reporting to the Senior Director of Donor Services, will perform two diverse functions in support of the Donor Services Team. First, in collaboration with the writers for Presidential and Executive Communications and members of the donor services team, the Donor Services Assistant will provide project management and coordination for gift acknowledgments from Caltech leadership. Second, the Assistant provides high level administrative and budget support to the Senior Director and team.
Job Duties - Independently coordinate the daily processing of gift correspondence. Track, draft and coordinate routing of weekly in-honor/memory of correspondence. Provide twice-daily courier service of all correspondence drafts to and from the Vice President of DIR, Provost, and President's offices. Assign, track, and prepare correspondence for writers of presidential and executive communications. - Finalize and mail correspondence as appropriate. - Facilitate the production and mailing of materials, i.e. invitations, reports, correspondence, donor gifts and other items. - Ensure quality control for principal gift and key volunteer gift receipts and oversee the pledge reminders for key individuals - Track the department's operating budget, by reviewing and reconciling expenditures, as well as monitoring actual expenses against projections. Assist with projecting cost estimates and schedules. - Oversee and administer the purchasing activities for the department, including P-card reconciliation and travel arrangements for department team members. - Drawing upon knowledge of department workflows, operations and procedures, maintain, track and monitor department deadlines to ensure timely completion. - Maintain department calendar and work with Senior Director and team members to cull content for team meetings. Work closely with others to coordinate meetings and events. Provide administrative support at meetings as needed; track and follow-up with action items to ensure completion. - Develop and apply specialized knowledge and expertise to maintain and utilize confidential data in Advance database. Input and maintain designated data, and on a daily basis, run relevant gift reports and also scan and upload correspondence and stewardship reports into the database, ensuring timeliness and accuracy of entry. Research, compile, analyze and present data needed for gift acknowledgment and donor reporting purposes. - Assist with preparation and follow-up of donor recognition events, i.e. annual scholarship event, which may include items like RSVP tracking and sharing attendee lists with others. - Develop and maintain professional relationships with counterparts across DIR. - Maintain departmental vehicles and inventory of office supplies and other related materials, facilitate and troubleshoot office equipment and operational activities as needed. - Serve as content expert for the Donor Services team for the Development and Institute Relations SharePoint site, maintaining team data and ensuring the work of the team is conveyed appropriately to team members
Basic Qualifications - Bachelor's degree or equivalent combination of education and work experience. - Minimum of three years of progressively responsible administrative and project coordination experience. - Excellent organization, project and time management skills; must be capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy. - Excellent written communication skills, including strong editing, spelling and grammar proficiencies. - Excellent verbal communication skills, interpersonal skills and the ability to communicate clearly and tactfully within Caltech and to external constituents. - Strong attention to detail and excellence, and sensitivity to constituent relations and service. - Experience using business databases to maintain and extract data. - Ability to work effectively in fast-paced environment, juggling and meeting multiple and/or competing deadlines. - Tact, discretion, diplomacy; experience and judgment to deal appropriately with confidential information. Well-spoken and cooperative with the highest standards of professionalism maintained at all times. - Strong customer service orientation and skills, demonstrating a professional and friendly demeanor, including the ability to anticipate and provide friendly and helpful service to internal and external customers. - Strong proficiency with Microsoft Office applications, including MS Word, Excel and Power Point. - Demonstrate the ability to practice and adhere to organizational values.
Preferred Qualifications - Millennium, Blackbaud, Advance or other fundraising database experience preferred. - Experience working in development events, donor relations, stewardship, events or development environment. - Experience with additional applications such as Event systems, Mailchimp, InDesign, or other graphic design programs. - Experience in a nonprofit or higher education setting.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.