Stewardship & Donor Relations Coordinator

Caltech; Pasadena, Northern (CA, KY); Hybrid; USD 43,000 - 68,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement savings plan

Paid time off

Tuition reimbursement

Onsite counseling

Job summary

Caltech seeks a Stewardship Assistant to support the Advancement and Alumni Relations team in gift acknowledgments and budget administration. Reporting to the Director of Stewardship, you will coordinate daily acknowledgments, manage confidential donor data, and support communications and events.

The role emphasizes meticulous data handling, cross-team collaboration, and timely processing of correspondence for Caltech leadership in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent related work experience.
• Three years or more of progressively responsible administrative and project coordination experience in nonprofit or higher education.
• Excellent organizational, project and time management skills with ability to manage multiple tasks in a fast-paced environment.
• Meticulous attention to detail and accuracy.
• Strong written and verbal communication skills.
• Experience using business databases to maintain and extract data.
• Discretion and diplomacy with confidential information.
• Strong customer service and stakeholder engagement skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Independently coordinate daily processing of gift acknowledgments for Caltech leadership.
• Maintain confidential data in AAR’s Advance database and run gift reports.
• Produce and mail materials including gift correspondence, invitations, and reports.
• Track and reconcile the Stewardship team budget and purchasing activities.
• Manage team meeting schedules and coordinate meetings and events.
• Assist with donor recognition events and mailings.
• Develop professional relationships across AAR and act as content expert for SharePoint.
• Perform other duties and special projects as assigned.

Skills

MS Office

Communication

Organizational skills

Project coordination

Data management

Education

Bachelor’s degree or equivalent

Tools

Advance database

SharePoint

Encompass

InDesign

Job description

Caltech seeks a Stewardship Assistant to support the Advancement and Alumni Relations team in gift acknowledgments and budget administration. Reporting to the Director of Stewardship, you will coordinate daily acknowledgments, manage confidential donor data, and support communications and events.

The role emphasizes meticulous data handling, cross-team collaboration, and timely processing of correspondence for Caltech leadership in a fast-paced environment.