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Reporting to the Executive Director, Annual Giving Programs, the Integrated Marketing and Annual Giving Specialist is the central nervous system for the Caltech Fund. The Specialist supports overall business operations across the entire annual giving team, providing administrative support to the Executive Director and frontline fundraisers and communications and program support to the integrated marketing and annual giving team. This position will require a thorough understanding and application of Caltech's internal Advancement and Alumni Relations (AAR) processes as well as Institute policies and procedures.
This ideal candidate for this role will be a fast learner with high-energy and a proactive attitude, comfortable managing and prioritizing a variety of interlocking responsibilities that cross administrative, operations, and event or communications program duties.
Essential Job Duties
Serves as point person for the Caltech Fund, which includes independently addressing, directing, or resolving inquiries via email, phone call, and in-person interactions, including issues of sensitive and confidential nature.
Provides communications support to Annual Giving Director and the integrated marketing team on marketing and communications preparation which includes, but is not limited to, mailing list production and management for direct mail, e-solicitations, deadline management, and updates on social media and the Caltech Fund website.
Administers the day - to - day activities of the Annual Giving staff, applying thorough internal knowledge in overseeing and coordinating administrative activities of the department and scheduling events/meetings, including donor visits and fundraising calendars.
Conceptualizes, plans and implements multi-step projects, including communications and event plans, with minimal supervision.
Represents the Caltech Fund in public-facing situations such as events, communications, welcoming donors and visitors to Caltech Hall, ensures timely opening and distribution of department mail, and updates publications libraries, branded team promotional items, and paper stock.
Demonstrates excellent judgment and interpersonal skills in responding to inquiries from alumni, parents, and students while maintaining the utmost professionalism and in-depth knowledge of AAR processes and problem solving.
Administers and facilitates HR-related processes for new hires and terminations. This includes preparations for initial new hire set-up, following-up with new hire training schedules, coordinating travel, agendas and scheduling for interview committee.
Manages and updates the team page on the Nucleus which includes layout and content, in addition to announcements to AAR on behalf of the Caltech Fund.
Acts as liaison with other departments and offices within AAR and the Institute.
Operations and Stewardship:
Oversees and administers the purchasing activities for the department, which includes managing open purchase orders through negotiating with vendors, and P-card reconciliation for department's staff.
Prepares monthly detailed analyses of expenditures, administers department's operating budget, reviews and monitors cost estimates and schedules.
Works with the Executive Director to assess internal operations of Caltech Fund and to strategize on plans to meet deadlines, create new events, and update donor experience plans and expectations.
Prepares schedule and action plan for Caltech Fund staff; tracks and monitors departments' deadlines as designated by Executive Director to ensure timely completion.
Structures online SharePoint Library and shared data drive to increase ease of flow and access for the Caltech Fund team; manage library and data drive with appropriate metadata tags and naming conventions; propose and implement areas for improvement.
Prepares and analyzes the stewardship report to segment and customize acknowledgment letters. Partner with the Associate Director of Integrated Marketing Content and Digital Engagement on segmented messaging for acknowledgment letters.
Oversee various projects such as onboarding and implementing new processes, programs, and integrating new tools.
Onboard and train seasonal interns. Delegates and oversees student workers and interns on administrative tasks, which includes but not limited to database updates and filing.
Event Planning and Logistics Lead:
Plan and implement on-campus and regional events for alumni, parents and students on behalf of the Caltech Fund. Attend some events as primary staff person and oversee follow-up.
Manage event logistics such as tracking event budgets, reviewing and executing vendor agreements, and tracking and updating event lists on Advance.
Work on event production in partnership with campus partners such as Office of the President's Events Team, Student Affairs, Donor Services and Events Team; prepare briefing materials.
Other duties and special projects as assigned.
Bachelor's degree or equivalent with at least 3 years of progressively responsible administrative, communications, or program logistics experience.
Excellent written and verbal communication skills required, including outstanding proofreading skills and experience coordinating travel and scheduling meetings. Must be able to set priorities, organize and work with interruptions.
Energetic, self-motivated and goal-oriented professional, with superior writing, speaking, and organizational skills, who thrives in a team-based environment.
Ability to manage multiple tasks with absolute deadlines required.
Must have proficiency in Microsoft Office applications, able to operate standard office equipment.
Ability to use discretion, diplomacy and independent judgment to derive useful information in communication with donors and their families on sensitive issues and confidential information.
Well spoken, cooperative with the highest standards of professionalism maintained at all times.
Demonstrate the ability to practice and adhere to organizational values.
Experience in a fundraising unit, particularly of a college or university, is preferred.
Experience with Millennium, Advance or similar fundraising databases - along with MailChimp, SurveyMonkey, iModules/Anthology, social media platforms, and online content management systems preferred.
Candidates will have an authentic curiosity about science and technology, a strong appreciation for the extraordinary intellectual accomplishments and challenges of Caltech students, alumni and faculty - or willingness and patience to learn the unique culture of Caltech.
Candidates should have great enthusiasm and grace to serve as an ambassador for the Caltech Fund, and the Development and Institute Relations team.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.