Assistant Director of Stewardship

Caltech; Pasadena (CA); On-site; USD 68,400 - 104,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Tuition reimbursement

Paid time off

Job summary

Caltech, a leading science and engineering institute in Pasadena, seeks an Assistant Director of Stewardship to advance donor-centric reporting and data integrity within the Advancement and Alumni Relations team.

Reporting to the Director of Stewardship, you will audit gift records, generate essential reports for 700+ funds, coordinate content for stewardship reports, and maintain donor data with utmost confidentiality. Excellent organizational and communication skills are required.

Qualifications

• Bachelor's degree or equivalent related work experience.
• Three+ years in nonprofit or higher education with administrative support, data management, and coordination.
• Experience with donor stewardship principles and institutional advancement.
• Excellent organizational, time management, and project skills with attention to detail.
• Proficient with Microsoft Office and advanced Excel; ability to handle confidential data.

Responsibilities

• Audit gift fund records and ensure data integrity across the AAR database.
• Run reports for annual fund stewardship reporting across 700+ funds.
• Coordinate content for stewardship reports and donor communications.
• Manage data in ThankView to support donor stewardship videos.
• Prepare donor data for stewardship milestones and review by teams.
• Support daily processing of gift acknowledgment correspondence and gift agreements.
• Provide outstanding internal customer service and resolve data issues promptly.
• Collaborate across teams to track donor gifts and stewardship preferences.

Skills

Data management

Project coordination

Microsoft Office

Excel proficiency

Communication skills

Discretion/confidentiality

Education

Bachelor's degree or equivalent experience

Tools

Ellucian Advance

ThankView

InDesign

SharePoint

Power Automate

Job description

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 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 Assistant Director of Stewardship is charged with supporting Caltech?s comprehensive donor-centric stewardship program, which enhances the donor experience through accurate and consistent stewardship reporting. The Assistant Director possesses exceptional organizational skills, high attention to detail, an ability to meet deadlines, and a strong commitment to customer service. Partnering with other members of the Stewardship team, the Assistant Director helps ensure the long-term sustainability of Caltech?s donor stewardship efforts by maintaining accurate data, mastering internal reporting processes, and creating additional efficiencies within the unit?s reporting systems.

• Regularly audit new gift fund records, as well as systematically review older fund records, to preserve Stewardship?s data integrity through consistent data collection and regular maintenance and enhancement of information within the AAR database.
• Run reports and provide relevant data for the team?s centralized, annual fund stewardship reporting activities for more than 700 endowed and current-use funds.
• Help request and compile content for stewardship reports, such as student questionnaire responses for scholarship and fellowship reports.
• Manage data within the ThankView system to facilitate the collection and distribution of stewardship videos from scholars, fellows, and other members of the campus community.
• Compile information for and facilitate mass uploads of scholarship recipient, fellowship recipient, and endowed fund financial data to the AAR database.
• Maintain a comprehensive inventory of endowed professorship and leadership chair faculty appointments at Caltech; provide regular updates to Faculty Records, the Provost?s office, and Fund Accounting.
• Work collaboratively with Advancement Information team and stewardship colleagues to track donor gifts and monitor, maintain, and regularly update information about giving society members and stewardship preferences.
• Help coordinate e- and hard copy mailings of donor impact reports and other donor stewardship efforts.
• Maintain gift fund data and the highest level of confidentiality and discretion necessary when working with financial and gift information.
• Working with stewardship team members, support the tracking of data for individualized stewardship strategies and plans for major donors. This includes:
  • Preparing donor data for stewardship team and prospect manager review.
  • Tacking donor stewardship milestones such as birthdays and anniversaries of significant donor-funded centers, institutes, and related initiatives.
• Support the daily processing of gift acknowledgment correspondence, as needed.
• Support generation of gift agreements, as needed.
• Provide outstanding customer service to AAR colleagues and other internal stakeholders regarding inquiries about annual stewardship reporting activities.
• In conjunction with stewardship colleagues, proactively identify and resolve issues that impede the fulfillment of donor intent or provide information to campus partners that provides clarity to donor intent.
• Perform other duties and special projects as assigned.

Basic Qualifications

• Bachelor?s degree or equivalent related work experience.
• Three years or more of experience in a nonprofit or higher education setting, with progressive responsibilities in administrative support, data management, and project coordination.
• Experience with the philosophy and practices of institutional advancement and the principles of donor stewardship.
• Excellent organizational, time management, and project management skills; ability to work collaboratively as well as manage projects proactively and independently to completion with limited oversight.
• Meticulous attention to detail and accuracy.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Advanced proficiency in Microsoft Excel and other programs that provide the ability to interpret, manage, and track large quantities of data.
• Experience using business databases to maintain and extract data.
• Excellent verbal and written communication skills, including outstanding proofreading skills; ability to communicate effectively and efficiently with co-workers and the campus wide community.
• Demonstrated ability to handle confidential information with discretion.
• Strong customer service orientation and skills, demonstrating a professional and friendly demeanor, including the ability to anticipate and provide helpful service to internal and external customers.
• Ability to articulate process and procedures in order to support and train others.
• Authentic curiosity about science and technology.
• Demonstrate the ability to practice and adhere to AAR?s Guiding Principles.

Preferred Qualifications

• Proficiency with Ellucian?s Advance advancement and alumni relations database software or similar CRM.
• Experience with other applications/tools such as Encompass, ThankView, InDesign, or other donor stewardship technologies.
• Experience with SharePoint, Power Automate, and/or some basic coding skills a plus.

Required Documents

• Resume.

Hiring Range

$68,400 - $104,000 per year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks .

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .