Stewardship Assistant

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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.

• 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,…