Associate Director, Stewardship and Recognition

California, United States
02 Jul 2019
End of advertisement period
02 Sep 2019
Contract Type
Full Time

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 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.

Reporting to the Executive Director, Stewardship and Campaigns, the Associate Director will assist in developing and driving of a comprehensive, strategic recognition and engagement system that fosters lasting relationships between Caltech and its alumni and benefactors and creatively brings Caltech, and the people, research, and impact of the work that is done here, to life. In partnership with the Executive Director, Campaigns and Stewardship, the Associate Director, Stewardship and Recognition will design, document, and implement a systematic and integrated recognition system that cleverly incorporates science that includes, but is not limited to, written communications to donors, creative donor recognition ideas, giving societies, activities and events, naming opportunities, and physical recognition on campus.

This position is responsible for the appropriate and consistent recognition and stewardship of donors at all levels through strong partnerships with Development team members and departments/divisions.   He/she will determine the best strategies for the effective stewardship of donors and have a background in developing and overseeing naming opportunities for gifts, managing donor recognition societies, and working on creative and customized stewardship strategies for donors. To be successful in this position, candidates must have a strong understanding of fundraising, donor relations and stewardship in an elite higher education setting and be both creative and disciplined to execute a broad range of activities.

Job Duties


  • With the Executive Director, oversee the implementation of creative stewardship strategies and tactics for Caltech’s highest-level donors and related to important Institute fundraising initiatives
  • Lead on the development and execution of stewardship for special initiatives, such as scholarships
  • Create and implement systems to anticipate, schedule, track, and evaluate recognition activities/projects, as well as assist with establishing policies and procedures to ensure that stewardship plans/activities are delivered on time and within budget
  • Create an annual calendar of stewardship activities and lead the execution of tasks, as well as assist with communication across DIR regarding stewardship activities

Donor Recognition and Events:

  • Using best practices, collaborate with Development and Institute Relations teams to develop and implement appropriate donor giving societies, determine benefits, and create strategic and ongoing events, communications and other innovative ways to recognize members. This includes lead planning and program development for the Campaign Leadership Society
  • Oversee donor recognition at the Institute; working with campus partners to develop and update policies and procedures for how Caltech recognizes donor and ensure consistency across campus
  • Manage the development and creation of creative donor signage on campus that is consistent with campus styles and guidelines by working in close collaboration with necessary donors and campus partners, including academic divisions, development officers, and facilities
  • Develop creative ways to recognize donors that incorporate their interests and manage the tactics related to stewardship plans for major and principal gift donors, and outcomes of tactics related to special, global fundraising and Caltech-wide stewardship priorities, such as scholarships
  • Collaborate with development officers, events, and Advancement Communications staff to create stewardship events that imaginatively feature scientific research and advance donor involvement, cultivation and stewardship for major gifts and include meaningful follow-up
  • Collaborate with Advancement Communications to facilitate the recognition of donors in both print and Web-based publications; contribute donor and gift information for the Caltech Endowment Report and facilitate the mailing to key stakeholders
  • Work collaboratively with Gift Processing and Records to track donor gifts and monitor information about giving society members and stewardship preferences
  • Collaborate with Development and Institute Relations teams to develop a portfolio of useful and creative and scientifically appropriate stewardship resources for gift officers
  • Coordinate and manage annual recognition event(s)
  • Draft annual scholarship reports for donors
  • Draft and review correspondence, stewardship reports and review stewardship materials
  • Perform other job-related duties and special projects as assigned

Basic Qualifications

  • Bachelor’s degree from an accredited college or university
  • 4-years direct experience in donor relations and/or fundraising and working with donors in a higher education setting and working knowledge of best practices and programs related to donor relations/stewardship; budget policies and procedures
  • An appreciation for science
  • Ability to learn, interpret, and apply a wide variety of policies and procedures relating to, and impacting, the applicable program, organizational unit, and/or administrative specialty
  • Demonstrated ability to analyze data and make accurate projections using business mathematics and basic statistical techniques. Experience producing executive communications and planning and delivering high-quality steward events and donor relations activities
  • Ability to develop and produce creative solutions for stewarding donors that incorporate fundamental science concepts and donor interests to advance Caltech’s efforts to maintain and strengthen high-quality individual relationships with donors
  • Able to handle several tasks simultaneously, prioritize projects to meet aggressive deadlines, and have the ability to work under pressure with frequent interruptions
  • Exceptional interpersonal communication skills and with proven ability to communicate effectively and efficiently with co-workers and campus-wide community
  • Ability to be tactful, discrete and diplomatic -- and able to deal sensitively with confidential information
  • Experience compiling, writing, and presenting reports related to program or administrative specialty
  • Excellent research, editing, and proofreading skills
  • Must be a self-motivated, highly dependable, independent worker with the ability to efficiently and effectively prioritize work and problem solve without direct supervision
  • Strong organizational and planning skills to implement plans and projects including managing multi-phase projects from inception to completion
  • Ability to work effectively in fast-paced environment, juggling and meeting multiple and/or competing tight deadlines. Continually seek to improve internal processes
  • Initiative to do research and problem-solve
  • Fluency in Microsoft Office and the Adobe Creative Suite, including Illustrator, Acrobat and InDesign as well as donor database software, like Advance
  • Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above
  • Ability to work flexible hours, including occasional weekend and evening hours
  • Demonstrate the ability to practice and adhere to organizational values

Preferred Qualifications

  • Master’s degree in related field
  • Experience with Advance Database or other enterprise fundraising database applications
  • Familiarity with the philosophy and practices of institutional advancement
  • Management, project management, and training experience

Required Documents

  • Resume
  • Cover Letter