Development Assistant, Academic Divisions and Regions

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.

The purpose of Advancement and Alumni Relations (AAR) 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.

Under the direction of the Senior Director of Strategic Initiatives and Development Administrative Management, the Development Assistant provides administrative support to assigned development officers in the Academic Divisions and Regions (ADR) unit in AAR. This position requires a thorough understanding and application of internal AAR processes and Institute policies and procedures as well as an ability to multitask in a high-volume environment, anticipate needs, display initiative, and independently manage projects and assignments while also functioning as a team member.

• Administer the day-to-day activities of the assigned development officers in ADR in a highly collaborative team-oriented manner.
• Provide administrative support to the assigned development officers in ADR, including calendaring, planning and executing travel arrangements with itinerary, preparing correspondence, donor database updates, filing, and providing general support for other departmental staff as needed. May have accesses 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.
• Develop and apply specialized knowledge and expertise to utilize and maintain information in the donor database. Perform data entry, develops, edits, and produces communications, reports and presentation materials for internal and external audiences. These include department bi- monthly activity tracking of Consults, Solicits, Proposals, Visits, drafting Presidential and event donor briefings, drafting bi-monthly program updates, correspondence, meeting agendas and attending meetings to record minutes.
• Performs research and analysis including running Constituent Reports, running biographical information and researching donor interest to create visit packets, adjusting trip changes, tracking visit reports, and monitoring and preparing travel expense reports through Card Quest.
• Act as the project manager for assigned chairs' and advisory council meetings (approximately 2-4 times per year) and other select donor engagement events. Provide administrative support at meetings and events as needed.
• Work collaboratively with other development administrators in AAR.
• Other duties and special projects as assigned by the Senior Director of Strategic Initiatives and Development Administrative Management with minimal oversight.
• Demonstrate the ability to practice and adhere to AAR's Guiding Principles.

• 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.

• Higher education, fundraising, or nonprofit experience preferred.
• Preferred experience in Advance database or other fundraising databases.
• Experience with planning and executing events and business meetings preferred.
• Knowledge of project management skills and techniques desired.

• Resume.
• Cover Letter.