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Job Summary

The purpose of Development and Institute Relations (DIR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech’s mission and values, we will ensure the Institute receives the necessary resources to achieve Caltech’s aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity.  

DIR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride. Under general direction, the Office of Gift Planning’s Development Assistant provides administrative support in the Office of Gift Planning (OGP) unit in DIR. This position requires a thorough understanding and application of internal DIR processes and Institute policies and procedures as well as an ability to multitask in a high volume environment, anticipate needs, display initiative and will independently manage projects and assignments while also functioning as a team member.

Job Duties

• Administer the day-to-day activities of the OGP office in a highly collaborative team-oriented manner
• Provide administrative support to the Senior Director, Deputy Director and Senior Gift Planning Officers in OGP, including calendaring, planning and executing travel arrangements, preparing correspondence, donor database (AdvanceCaltech) updates, and providing general support for other departmental staff as needed; may have access to sensitive and confidential information
• Develop a strong understanding of the important components of the assigned development officers’ success so as to initiate and/or respond with appropriate and excellent support
• Anticipate needs by monitoring the upcoming work schedule and future events
• Demonstrate excellent judgment and interpersonal skills in responding to inquiries from prospects or donors while maintaining the utmost confidentiality
• Exercise independent thinking and ownership of projects
• Conceptualize, plan and implement multi-step projects with minimal supervision
• Apply independent judgment and specialized knowledge to prepare detailed analyses of expenditures, administers department’s operating budget, review and monitors cost estimates and schedules
• Oversee and administer the purchasing activities for the department: includes managing open purchase orders through Techmart, negotiating with vendors, and P-card reconciliation
• Develop and apply specialized knowledge and expertise to utilize and maintain information in the donor database
• Perform data entry and track activity including correspondence, consults, event contacts, and visits
• Research and formulate prospect lists and run reports including constituent summary reports, activity reports, portfolio assignments, and proposal activity
• Develop and produce a wide range of communications; includes correspondence, emails, acknoweledgement letters, meeting agendas and minutes, presidential and event donor briefings, and report and presentation materials for internal and external audiences
• Coordinate and prepare for donor visits and travel to include travel arrangements; creating visit packets with outreach collateral material; tracking visit reports; monitoring and preparing travel expense reports through CardQuest
• Work proactively and collaboratively to coordinate departmental events, some involving complex arrangements, budgets and vendor arrangements; includes all OGP hosted conferences, staff retreats and stewardship events
• Donor Stewardship events may include specific requests from donors to coordinate a private event, tour, and/or luncheons
• Work closely with other staff in coordination of meetings and events. Provide administrative support at meetings and events as needed
• Responsible for coordination, distribution and recording of special mailings, monthly birthday cards, condolence cards and holiday cards; includes planning, preparation, distribution and updating donor records in the database
• Provide administrative support to the Trusts & Bequests program and serve as a back up to the Development Assistant in supporting the Trusts and Bequests program regarding general office support, routings, mailings and special projects
• Serve as a back up to the Gift Planning Coordinator to prepare marketing materials, including emiannual newsletter, data sheets, brochures, postcards, unique mailers, and special advertisements in Caltech publications
• Other duties and special projects as assigned by Development Program Manager and AVP Office with minimal oversight

Basic Qualifications

• Bachelor's degree, or equivalent combination of education and work experience
• 3 years of progressively responsible administrative experience
• Ability to take initiative to organize and coordinate activities/projects and follow-through on all aspects of assignments while maintaining high quality control
• Must be able to set priorities and work independently with frequent interruptions, while balancing multiple requests
• Ability to use discretion and independent judgment to derive useful information in communication with colleagues, donors and their families on sensitive issues and confidential matters
• Well spoken, cooperative team player with the highest standards of professionalism maintained at all times
• Excellent written and verbal communication skills required, with ability to communicate clearly and tactfully
• Must possess strong customer service orientation and skills, demonstrating a professional and friendly demeanor and ability to anticipate and provide helpful service to internal and external customers
• Data-driven and technically proficient, extremely detail oriented, including outstanding proofreading skills
• Experience coordinating travel and scheduling meetings
• Advanced proficiency with Microsoft Word, PowerPoint, and Excel and knowledge of databases
• Ability to trouble shoot standard office equipment
• Ability to work some evenings and weekends
• Demonstrate the ability to practice and adhere to organizational values

Preferred Qualifications

• Experience in Advance database or other fundraising databases

Required Documents

• Resume
• Cover letter