Reporting to the Executive Director of Advancement Information Services, and working closely with Development Officers, the Finance Department, and other campus stakeholders, the Assistant Director will lead Caltech’s efforts to create, seek approval for, and record donor gift agreements. He/she will also work to ensure the accurate recording of commitments into newly created funds. He/she will accomplish these goals through standard setting, establishing accountability mechanisms, reporting and forecasting, and providing advice and consultation to the Development department.
Gift Agreements (60%):
Serve as the interface with the divisions, the Office of the Provost, DIR, and other Caltech academic/administrative offices to ensure all gift agreement related questions, concerns and conflicts are appropriately resolved and facilitated.
Serve as both the DIR expert, and advisor, regarding gift agreements, policies and procedures. Represent Caltech as a member of the Gift Agreement Writer’s Association (GAWA).
Manage, write, and track gift agreements; working closely with development officers, Donor Services, and the Office of the Provost to ensure that the Institute can fulfill the responsibilities outlined in donor agreements, both from an acceptance and stewardship viewpoint.
Utilize industry best-practices to account for all gift commitments and maintain regulatory and ethical practice compliance.
Manage the review and/or approval process for complex gift agreements and other gifts/proposals that require Institute review. Also serves as a resource to and advises Development fundraising staff on complex gift agreements.
Work with campus partner, and stakeholders, to prepare gift memos for executed agreements and follow up with the Associate Director of Advancement Information on these matters as appropriate.
Serve as the liaison to the Office of General Counsel to obtain their risk assessment, and feedback, on gift agreements where appropriate.
Coordinate with academic units and the Office of the Provost to make certain all gift acceptances and/or donor agreements of $100K+ or those running over multiple years are vetted and approved as needed.
Oversee the tracking system for donor agreements and measure and report progress to leadership.
Work directly with DIR leadership to ensure all fundraisers are adhering to solicitation standards.
Oversee the implementation and maintenance of the electronic donor agreement repository system (RADR).
Educate advancement staff and campus stakeholders on the donor agreement process.
Gift Reporting (20%):
Work with the Executive and Associate Directors to facilitate the process of monthly, quarterly, and annual reconciliations with the Finance office.
Collect data and maintain ongoing peer benchmarking studies on a variety of aspects in development and alumni relations; oversee the university’s participation in various institutional surveys relevant to fund-raising and alumni relations programs;
Translate the information gathered into useful tools for development and alumni relations staff; organize and maintain analyses and reports for regular, systematic dissemination and, upon request, retrieval of archived information.
Oversee survey reporting with NACUBO, VSE, etc.
Project Management and Other Duties (20%):
Work with the Executive Director to further the implementation and use of The Nucleus, the DIR Gift Agreement Workflow, and the DIR Fundraising Data Mart.
Define, document, and ensure adherence to gift agreement business rules and other data processes for DIR with the goal of using our system(s) in a simple, clear and consistent way.
Monitor and maintain accuracy and completeness of the data fed into DIR’s Gift Agreement Workflow tool.
Research and resolve problems affecting the Gift Agreement Workflow, such as reviewing appropriate data entry procedures, communicate any potential issues to the Executive Director, and make recommendations for process or procedure improvement.
Work with multiple Institute areas to establish projects, coordinate information, report and reconcile data. Key relationships include Development, Donor Relations, Finance, and IMSS.
Perform miscellaneous job-related duties as assigned.
Four or more years of professional development, advancement and alumni services, or related experience.
Significant experience with Advancement databases and campus systems and/or deep experience in other comparable systems.
Knowledge of relevant business standards such as IRS regulations for receiving and receipting, gift agreements, FASB pledge reporting, VSE reporting, CASE reporting, acknowledgement, operating guidelines and reporting requirements, and deep understanding of gift, pledge, payment and gift accounting requirements and processes.
Demonstrate the ability to make procedural decisions and judgments involving sensitive and confidential information; ability to use independent judgment and manage and impart information to a range of clientele; demonstrated skills in developing and implementing new strategies and procedures; skills in workflow analysis and management knowledge and proven experience with leading projects using standard management principles, practices, techniques, and tools.
Proven excel skills, including the ability to create pivot tables, data tables and charts.
Demonstrate the ability to practice and adhere to organizational values.
Familiarity with Ellucian Advance fundraising database.
Caltech at a GlanceCaltech 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 and pressing societal challenges. Caltech's extraordinary faculty and students are expanding our understanding of the universe and inventing the technologies of the future, with research interests from quantum science and engineering to bioinformatics and the nature of life itself, from human behavior and economics to energy and sustainability.Caltech is small but prizes excellence and ambition. The contributions of Caltech's faculty and alumni have earned national and international recognition, including 35 Nobel Prizes. The Institute manages the Jet Propulsion Laboratory (JPL) for NASA, sending probes to explore the planets of our solar system and quantify changes on our home planet; owns and operates large-scale research facilities such as the Seismological Laboratory and a global network of astronomical observatories, including the Palomar and W. M. Keck Observatories; and cofounded and comanages LIGO, which, in 2016, observed gravitational waves for the first time.The Institute h...as one of the nation's lowest student-to-faculty ratios, with 300 professorial faculty members offering a rigorous curriculum and access to varied learning opportunities and hands-on research to approximately 1,000 undergraduates and 1,250 graduate students. Caltech is an independent, privately supported institution with a 124-acre campus located in Pasadena, California.