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.
Within the Division of Advancement and Alumni Relations (AAR), the Caltech Alumni Relations Office and Caltech Alumni Association (CAA) serves Caltech alumni who are essential partners in advancing the values of the Institute, while it connects, inspires, and engages more than 25,000 alumni worldwide personally, professionally, and intellectually.
The Assistant Director of Alumni Programs and Engagement will work to enhance alumni relations programs, content, and services strategically designed to benefit the Caltech's living alumni world-wide. The Assistant Director is responsible for managing the creation, development, and implementation of diverse and varying programs and experiences designed to increase, heighten, and promote alumni engagement and participation in the communities in which alumni live, work and play.
Reporting to the Director of Alumni Outreach, Development, & Strategic Partnerships, this position manages, and helps administer all matters that enhance the Institute's abilities to weave alumni into the fabric of Caltech. The Assistant Director will manage the execution of programs with the goal to increase engagement and support from Caltech alumni and to help elevate the values and virtues of education, science, and technology around the world. This position oversees programmatic and content excellence in the areas of constituent and volunteer relations including but not limited to national and international alumni networks, affinity, special interest, cultural networks, alumni-student engagement, career development services, athletic initiatives, volunteer programs, academic conferences, alumni weekend, signature events, and reunions.
Essential Job Duties
Plan, implement and promote alumni programs that support CAA's Strategic Plan and provide meaningful and diverse alumni engagement opportunities in collaboration with the Advancement and Alumni Relations Division and throughout Caltech.
Assist with the Caltech Alumni Portal platform (PeopleGrove) to serve as an engagement and networking tool for alumni, constituent networks/groups, regional/international connections, and career networks.
Keeps knowledge current on trends in alumni and affinity engagement and benchmarks programs and services with peer and aspirational educational institutions to align programs with industry best practices.
Evaluates effectiveness of programming and recommends and/or implements improvements as needed. Records, tracks, and measures alumni engagement activities to positively impact alumni participation performance metrics.
Execute on annual signature alumni experiences from ideation through implementation, including management of support staff and volunteers. Special event examples include but are not limited to: regional events, commencement receptions, Distinguished Alumni Awards, Seminar Day, Alumni Weekend, Milestones & Reunions, Techer outings/dinners, senior class events, academic conference style events, alumni awards, and special interest alumni network signature events. With Director, develops and launches new programs as resources allow.
Develop, lead, and implement a strategic program to help current students, both undergraduates and graduates, to see themselves as future, active alumni leveraging campus programs, partnerships, and serving as the department liaison, when needed, to key critical partners across campus such as the Office of the President, Center for Diversity & Inclusion, Career Services, Academic Divisions, Admissions, Office of Student Experience, and more.
Forecast and manage program budgets, track and analyze data for trends and impact. Report results through written and oral presentations.
Apply experience and knowledge to create, plan, organize and coordinate programs and events which include but are not limited to: creation of an event plan that includes event goals, target invitees, desired outcomes, budget, and follow-up, printed materials, securing event locations, catering and menus, logistics and general operations, protocol, on-site management and event follow-up.
Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and /or review administrative procedures and event progress.
Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events, operations, production, vendors, and external clients.
Responsible for budget planning and management, venue management and equipment, and facilities management for specific events.
Assist with the management of the department's daily operations. This includes, but is not limited to: contact reports, database updates, research reports, volunteer tracking and outcomes, and adherence to daily office procedures and policies.
Supervise event registration list management and use tools such as iModules, participant tracking and reporting in Advance, accessing/referencing data from tools such as Tableau and Michelangelo, alumni portal, or Awardsforce, as appropriate for event and program needs.
Staff and support AAR and CAA committees/workgroups and CAA Board meetings when requested.
Represent the alumni engagement team within the Caltech community and at conferences, professional organizations, associations, while serving on committees as required.
Perform other duties as assigned.
A bachelor's degree or equivalent in related field. Master's degree preferred.
Minimum of 3 years' experience, preferably in alumni relations, student affairs, or related higher education or nonprofit setting.
Demonstrated experience in experience/event planning, volunteer and project management.
An understanding of alumni engagement activity in relation to fundraising and the ability to cultivate relationships with respect to engagement objectives.
Ability to work effectively with colleagues, alumni, and donors from diverse backgrounds.
Ability to lead programs and achieve goals and outcomes.
Strong organizational/administrative abilities including proficiency in planning and prioritizing.
Established computer competency and preferably knowledgeable of relevant tools and database systems.
Exemplary communication skills (both written and oral). Adept at presenting to c-suite level staff, alumni, and donors.
Highly developed organizational and leadership skills.
Patience and enthusiasm to learn and embrace the unique culture of Caltech.
Demonstrate the ability to practice and adhere to organizational values.
Willingness to travel, and ability to work occasional evenings and weekends to staff events and programs, and attend professional conferences, when needed.
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.