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Job Summary
The 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 Stewardship Assistant performs two diverse functions in support of the Philanthropic Initiatives and Stewardship team. First, in collaboration with members of the Stewardship team and the offices of the Vice President for AAR, Provost, and President, the Stewardship Assistant provides project management and coordination for gift acknowledgments from Caltech leadership. Second, the Stewardship Assistant provides high level administrative and budget support to the Director and team.
Essential Job Duties
Independently coordinate the daily processing of gift acknowledgment and related correspondence for Caltech leadership. Track, prepare, and coordinate routing of correspondence for the Vice President of AAR's and Provost's signatures; track and support the preparation of correspondence for the President's signature.
Develop and apply specialized knowledge and expertise to maintain and utilize confidential data in AAR's Advance database. Input and maintain designated data, and on a daily basis, run relevant gift reports and scan and upload correspondence and stewardship reports into the database, ensuring timeliness and accuracy of entries. Research, compile, analyze, and present data needed for gift acknowledgment and donor reporting purposes.
Facilitate the production and mailing of materials, including gift correspondence, invitations, reports, donor gifts, and other items.
Track the Stewardship team'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 purchasing activities for the team, including P-card reconciliation and travel arrangements for department team members.
Manage team meeting schedule and help team members with coordinating other meetings and events. Provide administrative support at meetings as needed; track and follow-up with action items to ensure completion.
Assist with preparation and follow up for donor recognition events and donor gift mailings.
Develop and maintain professional relationships with counterparts across AAR.
Serve as content expert for the Stewardship team for the Advancement and Alumni Relations SharePoint site, maintaining team data and ensuring the work of the team is conveyed appropriately to team members.
Perform other duties and special projects as assigned.
Basic Qualifications
Bachelor's degree or equivalent related work experience.
Three years or more of progressively responsible administrative and project coordination experience, two of which should be in a nonprofit or higher education setting.
Excellent organizational, project and time management skills; including ability to work independently and collaboratively, manage multiple projects at same time, prioritizing tasks and meeting deadlines with a fast-paced environment with multiple and competing demands.
Meticulous attention to detail and accuracy.
Excellent written communication skills, including strong editing, spelling, grammar and proofreading.
Excellent verbal communication skills, interpersonal skills, and the ability to communicate clearly and tactfully within Caltech and to external constituents.
Experience using business databases to maintain and extract data.
Demonstrate discretion and diplomacy; experience and judgment to deal appropriately with confidential information.
Strong customer service skills, demonstrating a professional and friendly demeanor, including the ability to anticipate and provide friendly and helpful service to internal and external partners.
Sensitivity to constituent relations and service.
Strong Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Authentic curiosity about science and technology.
Demonstrate the ability to practice and adhere to AAR's Guiding Principles.
Preferred Qualifications
Proficiency with Advance or other fundraising CRM database experience.
Expert-level proficiency with Microsoft Excel, and other programs that provide the ability to interpret, manage, and track large quantities of data.
Experience working in donor relations/engagement, stewardship, events, or development/fundraising environment.
Experience with additional applications such as event systems, project management software, Encompass, InDesign, or other graphic design programs.