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.
Development and Institute Relations' Engagement & Annual Programs (EAP) team is responsible for contributing to the advancement of public understanding, advocacy, and support for the Institute, and its educational and research achievements through strategic constituent engagement. The four departments within EAP (Caltech Alumni Association, the Caltech Fund, the Associates, and Campus Programs) collaborate on the creation of comprehensive integrated initiatives and programs that engage and strengthen relationships with prospects, donors, alumni, faculty, and the local community. EAP is responsible for identifying, cultivating, leveraging, and strengthening the Institute's relationships with a wide variety of internal and external groups.
This position provides direct, professional, confidential staff support to the Assistant Vice President (AVP) for Engagement & Annual Programs. This position interacts with various levels within the Institute, members of the community, peer institutions, donors and volunteers. She/he will be expected to independently plan, organize, and complete special projects as assigned and address general issues and inquiries.
Job Duties Administrative Support
- Administer the day-to-day activities of the office of the AVP. Independently handle sensitive and confidential matters for and on behalf of the AVP. Ensure that emerging priorities are quickly and accurately identified and acted upon by appropriate members of the AVP's team. - Effectively manage the AVP's calendar and work closely with others to coordinate meetings and events and to proactively anticipate what the AVP needs in order to be prepared for a demanding and continually evolving schedule. - Assist the AVP in developing innovative procedures to enhance internal operations. Ensure communication, training and consistency in application of procedures and operational matters. - Plan, develop, edit, conceptualize and produce business communications, reports and presentations for internal and external audiences. - Independently plan, organize, and complete special projects as assigned. Projects may range from small, ad hoc projects done independently to coordinating large, complex projects requiring collaboration and compilation of project components submitted by others. Responsibility includes ownership of project timelines and deliverables, keeping the AVP informed as appropriate to the scope, level and nature of the project. - Provide direct support for the AVP including, but not limited to, maintaining reference materials and files, research, meeting planning and preparation, maintain and manage confidential records, and formulating documents and correspondence. - Provide administrative support at meetings as needed; take minutes, track and follow up on action items to ensure completion. - Plan and execute travel arrangements for the AVP, including itinerary, coordinate changes during the trip, and prepare travel expense reports and monitor. - Monitor, reconcile, and assist with developing projections and reports related to AVP's operating budget, and generally monitor the budgets of the four departments within EAP. - Provide guidance on matters of Institute protocol and organizational systems. Serve as liaison to other units within DIR and throughout the campus as needed.
Event Planning and Support
- Support planning and coordination of programs, competitions, and conferences such as the Siemens Competition, school bus-in programs, Commencement, and other meetings and events as assigned and when time permits. - Track expenses, coordinate with other campus departments, venue research, preparing e-mail invitations, manage registration lists, respond to front line inquiries, conduct research, data entry, participant tracking and reporting, produce name tags and other collateral material, assist with event set-up, staff events, and post-event follow up including reconciling of receipts and entering data into Advance database.
- Compose electronic and print communications including correspondence with supporters, volunteers, and community members. - Proof documents as needed.
- Staff campus events as needed - Evening and weekend hours are required in support of special projects and events - Other duties and special projects as assigned
Basic Qualifications - Bachelor's Degree or equivalent of 5+ year's progressively responsible administrative experience - At least 2 years of event planning experience in a professional environment - Demonstrated ability to use Microsoft Office applications: MS Word, PowerPoint, Excel and Outlook - Experience with processing basic financial transactions, reconciling accounts, monitoring and reporting operating budgets and expenses - Excellent organizational skills, with the ability to prioritize tasks and multitask - Ability to develop cooperative and strong relationships with DIR colleagues, the Caltech community, and supporters of the Institute - Excellent oral and written communication skills - Works independently in creating and executing a wide variety of projects - Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details - Discreet, ethical and committed to maintaining a high degree of confidentiality - Maintaining a consistently professional approach, with a willingness to take ownership and responsibility both within and outside ones job domain - Demonstrate the ability to practice and adhere to organizational values
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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