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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 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. AAR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.
Reporting to the Executive Director of Campaigns and Stewardship, the Associate Director, Stewardship and Reporting is charged with continuing and enhancing Caltech's comprehensive donor-centric reporting system, which provides institutional stewardship for the Institute and aims to enhance the donor experience. As Caltech enters the final years of Break Through: the Caltech Campaign, the importance of innovative and high-quality donor stewardship to the Advancement and Alumni Relations effort is key to furthering and sustaining Caltech's aspirations. The Associate Director, Stewardship and Reporting will partner with the Executive Director of Campaigns and Stewardship, to ensure the long-term sustainability of Caltech's donor stewardship reporting efforts and develop new and creative ways to share updates and create additional efficiencies within the unit's reporting systems as the number of gifts during the campaign continues to grow.
Additionally, the Associate Director of Stewardship and Reporting is responsible for implementing processes to maintain donor reporting and gift fund information in the Advancement and Alumni Relations database(s). The role demands the ability to interact and develop strong partnerships withand build the confidence ofcolleagues in Advancement and Alumni Relations and across campus, including in each Academic Division, Financial Aid, Graduate Studies, Student Affairs, Strategic Communications, the President and Provost's offices, the Vice Provost's office, Gift and Endowment Accounting, and the Investment office. The Associate Director of Stewardship and Reporting serves as the expert on donor fund management and possesses exceptional organizational skills, high attention to detail, an ability to meet tight deadlines, and a strong commitment to customer service.
Job Duties Planning: - Develop, implement, and oversee a centralized process to systematically report to donors on 500+ endowment funds annually - Solicit, gather information to prepare narrative and financial reports for donors, working in close collaboration with campus Divisions, fund accounting, and stewardship team members - Maintain and oversee an annual reporting calendar that complements AAR activities and aligns with Institute business practices - Create and maintain policies and procedures related to reporting, fund management, and data integrity - Explore and develop new ways of providing stewardship, and/or other innovative techniques to engage and inform donors - Develop and recommend best practices in fund management and reporting with Institute colleagues
Data and Information Management: - Regularly audit new gift funds, as well as systematically review older gifts, to preserve Stewardship's data integrity through consistent data collection and regular maintenance and enhancement of Stewardships' data within the AAR database - Maintain a comprehensive inventory of active and pending professorship endowments on campus; provide regular updates to Faculty Records, the Provost's office, and Fund Accounting
Gift Fund Oversight: - Proactively track and monitor the use of funds in accordance with gift terms, maturation, and Caltech's policies and procedures - Provide additional oversight for, and conduct further review of, funds established by high level donors - In conjunction with the Executive Director of Campaigns and Stewardship, proactively identify and resolve issues that impede the fulfillment of donor intent - Analyze funds to identify those that could be expended more broadly and efficiently - Review, proofread, and copyedit narrative and financial reports for accuracy
Inter-departmental Communication and Collaboration: - Work closely with Advancement's Gift and Records team, as well as Fund Accounting and other administrative offices across campus to research and resolve fund administration issues - Serve as primary stewardship liaison for financial reporting; Maintain highest level of confidentiality and discretion necessary when working with financial and gift information - Provide outstanding customer service to donors, colleagues within Advancement and Alumni Relations, and other internal stakeholders regarding financial inquiries about current use and endowment funds - Support Campaign counting/data reporting needs and event activity as needed
Assume other duties as necessary
Basic Qualifications - Bachelor's degree or equivalent years of experience - 5 or more years of experience in higher education or another related field - Experience with financial systems and applications with a working knowledge of basic financial and accounting principles - Knowledge of the principles of donor stewardship and the tax laws that impact charitable giving - Demonstrated experience communicating detailed financial information to internal and external constituents from diverse financial backgrounds - Ability to handle several tasks simultaneously, prioritize projects to meet aggressive deadlines, and have the ability to work under pressure with frequent interruptions - Expert-level proficiency with Microsoft Excel, Access, and other programs that provide the ability to interpret, manage, and track large quantities of data - Exceptional interpersonal communication skills and ability to communicate effectively and efficiently with co-workers and the campus wide community - Ability to be tactful, discrete and diplomatic -- and able to deal sensitively with confidential information - Experience compiling and reviewing reports related to program or administrative specialty - Excellent research, editing, and proofreading skills - Must be self-motivated and highly dependable and possess the ability to proactively and effectively prioritize work and problem solve without direct supervision - Continually seek to improve internal processes - Strong organization and planning skills to implement plans and projects including managing multi-phase projects from inception to completion - Meticulous attention to detail and accuracy - Demonstrate the ability to practice and adhere to organizational values
Preferred Qualifications - Familiarity with the philosophy and practices of institutional advancement - Management, project management, and training experience - Master's degree in a related field - Proficiency with Ellucian's Advance advancement and alumni relations database software or another similar CRM
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.