Associate Director of Annual Giving Data, Reporting, and Analytics

Annual Giving Network LLC; Pasadena (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Caltech Fund seeks a data-driven leader to guide audience segmentation and analytics across multif channel campaigns. You will partner with the Data and Business Intelligence teams to ensure data accuracy, governance, and insightful reporting that informs annual giving strategy.

You will develop and maintain dashboards, produce after-action reports, and present findings to senior leadership to improve fundraising performance and campaign planning.

Qualifications

• Bachelor’s degree or equivalent related work experience.
• 3+ years of professional experience in data analytics, BI, reporting, or fundraising analytics.
• 3+ years in higher education or nonprofit environment with annual giving experience preferred.
• Strong analytical skills to identify trends from data.
• Advanced knowledge of CRM systems and databases with ability to generate actionable insights.
• Experience with fundraising principles in a complex academic setting preferred.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple projects and meet deadlines.
• Excellent written and oral communication skills.
• Willingness to work evenings and weekends.

Responsibilities

• Lead audience segmentation and data-driven campaigns to support donor acquisition, retention, reactivation, and upgrade efforts.
• Develop data for Caltech Fund campaigns across mail, email, text, and other channels.
• Provide data hygiene and governance to support consistent fundraising efforts.
• Create reporting frameworks, dashboards, and metrics to measure fundraising effectiveness.
• Analyze year-over-year fundraising trends and channel performance.
• Present findings to leadership and stakeholders and guide strategic planning.
• Explore predictive modeling and benchmarking to improve fundraising outcomes.
• Coordinate with Data and Business Intelligence teams as liaison.

Skills

Data analytics

Business intelligence

Audience segmentation

Multichannel campaigns

Data governance

Ethical integrity

Project management

Communication skills

Time management

Attention to detail

Education

Bachelor's degree

Tools

Salesforce

Tableau

Power BI

Looker

Excel

Job description

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 Annual Giving Programs, the Associate Director of Annual Giving Data, Reporting, and Analytics serves as the Caltech Fund’s lead audience development, fundraising data, and business intelligence expert. This role will identify data-driven insights that strengthen fundraising performance and strategic decision-making.

Working in partnership with other departments throughout AAR, this role produces and maintains the data, reporting, and insights needed to support multi-channel market segmentation and audience development strategies for fundraising campaigns, evaluates campaign performance, and helps inform strategic decision-making for the Caltech Fund.

The successful candidate will be a strategic and analytically-minded professional with a strong understanding of fundraising data, reporting, and audience segmentation. They will serve as the primary liaison between the Caltech Fund and Data and Business Intelligence (our advancement services team), helping to ensure that data is consistent and well-maintained, and supports the Caltech Fund’s fundraising goals and long-term strategy.

Essential Job Duties

AUDIENCE STRATEGY AND CAMPAIGN SEGMENTATION

• Lead the development and refinement of audience segmentation projects such as mailing lists, data segmentation, and multi-channel appeals that support donor acquisition, retention, reactivation and upgrade efforts.
• Partner with the Director of Annual Giving Programs to develop audiences, calculate ask amounts, and develop and implement data for all Caltech Fund campaigns across direct mail, email, text messaging, and other channels.
• Collaborate with the Caltech Fund team to ensure audience and segmentation strategies drive fundraising success and support departmental priorities.
• Maintain data hygiene and security standards and business practices that support consistent, data‑driven fundraising efforts and good database stewardship.

FUNDRAISING ANALYTICS AND BUSINESS INTELLIGENCE

• Serve as the Caltech Fund’s lead resource for fundraising analytics and business intelligence, advancing a data‑informed approach to annual giving strategy, and the primary liaison between the Caltech Fund and Data and Business Intelligence teams.
• Lead the development of reporting frameworks, dashboards, and performance metrics that measure fundraising effectiveness and support strategic planning, in partnership with Data and Business Intelligence.
• Develop after‑action reports for all Caltech Fund appeals and campaigns, evaluating outcomes and identifying opportunities.
• Analyze and evaluate year‑over‑year fundraising trends, appeal and campaign performance across all channels, including direct mail, email, text messaging, crowdfunding, and social media.
• Present findings and recommendations to leadership and key stakeholders through regular reporting, campaign reviews, and annual planning discussions.
• Identify opportunities to leverage predictive modeling, benchmarking, and other analytical methodologies to strengthen fundraising outcomes.

DATA AND REPORTING OPERATIONS

• Provide strategic oversight of fundraising data, reporting operations, and business processes to ensure data accuracy, consistency, hygiene, and integrity.
• Establish and maintain reporting standards and quality control procedures that support effective analysis, audience segmentations, and strategy development.
• Manage the preparation, validation, and delivery of audience and campaign data for fundraising and engagement initiatives, ensuring accuracy, consistency, and alignment across mail house vendors, digital communication platforms, and other solicitation channels.
• Ensure all solicitations and communications, and their audiences, are accurately coded and tracked in the department’s database of record.
• Stay current on emerging technologies, industry trends, and best practices in fundraising analytics and reporting.
• Participate in benchmarking with other institutions to understand trends and provide context for the Caltech Fund’s results.
• Serve as an engaged member of the Caltech Fund team, supporting departmental priorities, contributing to fundraising and engagement initiatives, and participating in Advancement and Alumni Relations events and activities.
• Adhere to highest standards of ethical integrity for data compliance and governance.
• Handle confidential information with discretion.
• Perform other duties and special projects as assigned.

Basic Qualifications

• Bachelor’s degree or equivalent related work experience.
• Three years or more of professional experience in data analytics, business intelligence, reporting, fundraising analytics, or a related field.
• Three years or more of experience in a higher education or nonprofit environment or a comparable role, with annual giving experience preferred, including audience segmentation, audience development, and data‑driven support of fundraising and engagement campaigns.
• Advanced analytical skills including the ability to analyze trends from quantitative and qualitative data.
• Advanced knowledge of Customer Relationship Management (CRM) systems and databases, reporting tools, and related technologies, with the ability to serve as a subject matter expert to generate actionable insights.
• An understanding of fundraising principles and marketing is desired with experience in a complex academic development setting preferred.
• Demonstrated expertise in data analysis, reporting, database structures, and information systems, including the ability to translate complete data into meaningful recommendations.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Demonstrated ability to use Microsoft Excel to manipulate and analyze data and to extract data from relational databases.
• Commitment to ensuring the accuracy of data, reports, etc., and to deploying quality control measures.
• Experience in project management and/or annual giving campaigns with multichannel approaches.
• Excellent organizational and time management skills; ability to work towards goals within deadlines, and to balance multiple projects at the same time.
• Demonstrated written and oral communication skills.
• Ability to work evenings and weekends.
• Great enthusiasm and energy to serve as an ambassador for the Caltech Fund and the Advancement and Alumni Relations team.
• Authentic curiosity about science and technology.
• Demonstrate the ability to practice and adhere to AAR’s Guiding Principles.

Preferred Qualifications

• Five years or more working with a CRM system (i.e. Ellucian Advance, Blackbaud Raisers Edge, Salesforce, etc.)
• Experience working with business intelligence, data visualization, and analytics platforms, such as Tableau, Power BI, Looker, or similar tools.
• Advanced proficiency with Microsoft Excel, including data analysis, pivot tables, formulas, lookups, and other reporting functions.
• Familiarity with how various online marketing tools operate such as email marketing platforms (Mailchimp, Constant Contact, etc.), social media platforms (Facebook, Instagram, Meta advertising, etc.), and online transaction forms.
• Experience leading complex projects with multiple stakeholders.