Assistant Director, Donor Stewardship & Reporting

University of California; Pasadena (CA); On-site; USD 68,000 - 104,000; Full time

Benefits offered by this job

Health Insurance

Dental & Vision Insurance

Retirement plans

Paid time off

Tuition reimbursement

Onsite counseling

Job summary

Caltech seeks an Assistant Director of Stewardship to support a donor-centric stewardship program. You will maintain accurate data, generate stewardship reports for hundreds of funds, and collaborate with the Stewardship team to ensure donor satisfaction and program efficiency.

You will manage ThankView content, assist with gift acknowledgments, and help coordinate donor communications while upholding confidentiality and high service standards.

Qualifications

• Bachelor’s degree or equivalent related work experience.
• 3+ years in nonprofit or higher education with data management and admin support.
• Experience in donor stewardship and institutional advancement principles.
• Excellent organizational, time management, and project skills; ability to work with limited oversight.
• Meticulous attention to detail; ability to handle confidential information with discretion.
• Proficiency in Microsoft Office; advanced Excel; experience with large data sets.

Responsibilities

• Audit new and old gift fund records to preserve data integrity.
• Run reports for annual fund stewardship reporting for 700+ funds.
• Prepare content for stewardship reports (scholarship/fellowship data).
• Manage ThankView data to enable donor videos distribution.
• Facilitate mass uploads of scholarship and endowed fund data.
• Maintain inventory of endowed professorships and leadership chairs.
• Track donor gifts and stewardship preferences with campus partners.
• Coordinate mailings of donor impact reports (digital and print).
• Maintain gift fund data with confidentiality and discretion.
• Support major-donor stewardship strategies and milestone tracking.
• Assist daily gift acknowledgment and gift agreement processes.
• Provide outstanding internal customer service and cross-team support.
• Identify and resolve issues impacting donor intent; train others as needed.
• Perform other duties and special projects as assigned.

Skills

Organizational skills

Time management

Project coordination

Communication skills

Customer service

Data management

Microsoft Office

Advanced Excel

Confidential data handling

Team collaboration

Training others

Curiosity about science/tech

Education

Bachelor’s degree or equivalent experience

Tools

Ellucian Advance

Encompass

ThankView

InDesign

SharePoint

Power Automate

Job description

Caltech seeks an Assistant Director of Stewardship to support a donor-centric stewardship program. You will maintain accurate data, generate stewardship reports for hundreds of funds, and collaborate with the Stewardship team to ensure donor satisfaction and program efficiency.

You will manage ThankView content, assist with gift acknowledgments, and help coordinate donor communications while upholding confidentiality and high service standards.