Stewardship Assistant

California-Institute-of-Technology; Pasadena (CA); On-site; USD 64,000 - 101,000; Full time

Job summary

Caltech is seeking a Stewardship Assistant within the Advancement and Alumni Relations (AAR) team in Pasadena. The role supports gift acknowledgments, data handling in the Advance system, and budget administration for the Stewardship team.

Responsibilities include coordinating correspondence for signatures, generating reports, processing materials, and supporting donor events. Requires a bachelor’s degree and 3+ years in admin/project coordination, with strong MS Office skills.

Qualifications

• Bachelor’s degree or equivalent related work experience.
• Three years or more of progressively responsible administrative and project coordination experience.
• Excellent organizational, project and time management skills.
• Meticulous attention to detail and accuracy.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate daily processing of gift acknowledgments and correspondence for Caltech leadership.
• Maintain and utilize confidential data in the Advance database; run gift reports.
• Prepare and mail materials including gift correspondence, invitations, reports, donor gifts.
• Track stewardship team budget and reconcile expenditures; assist with cost projections.
• Manage meeting schedules and provide admin support at meetings; follow up on action items.
• Assist with donor recognition events and donor gift mailings.

Skills

Project coordination

Administrative support

Microsoft Office

Data handling

Communication skills

Attention to detail

Education

Bachelor’s degree or equivalent

Tools

Advance database

SharePoint

Excel

PowerPoint

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 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.

• 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.
• Experience with SharePoint.

Required Documents

• Resume.

Hiring Range

$30.75 - $48.75 per hour

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] .