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Job Summary
Reporting to the Executive Director of Philanthropic Initiatives and Stewardship and working closely with fundraising professionals in the Office of Advancement and Alumni Relations (AAR) along with other key campus stakeholders, the Assistant Director is responsible for the management of the donor gift agreement process. The Assistant Director will manage systems and procedures based on best practices to ensure the successful and timely execution of philanthropic agreements between donors and Caltech. In addition, the Assistant Director is responsible for ensuring the appropriate distribution of confidential agreements to the appropriate campus partner, ensuring it is captured in the main content management system (Advance) and monitoring the use of donor funds in compliance with donor intent as outlined in the agreement and Institute policies. The Assistant Director will draft gift agreements, secure internal reviews and approvals, and track gift agreements to finalize the contract language before agreements are executed between Caltech and the donor. Donors may include individuals, couples, foundations, corporations, donor advised funds, and other charitable entities. The Assistant Director will also develop and maintain clear and regular systems to report outcomes, to help inform new efficiencies or needs. The Assistant Director will continually monitor volume, types of agreements, approvals as well as donor interests and recommendations. With the donor experience in mind, the Assistant Director is expected to explore opportunities to optimize the gift agreement process and when appropriate recommend revised procedures and modifications consistent with industry standards and best practices. The ideal candidate is team-oriented, a master multitasker, detailed oriented, inquisitive, has a problem-solver attitude and is a strong, clear writer and editor. To be successful, the Assistant Director approaches the work in partnership with the lead fundraiser to ensure that the Institute's goals and donor intentions align. A high degree of confidentiality is required.
Essential Job Duties
Gift Agreements (60%):
Serve as the primary gift agreement liaison and resident expert about donor agreements to the Offices of the Provost and General Counsel for the Advancement and Alumni Relations (AAR) division. Proactively confer with AAR leadership and professional fundraising staff regarding potential administrative, financial, and/or legal issues that arise during the gift agreement process including payments from donor advised funds (DAF). Write gift agreements, letters of intent, and other grant and gift-related contracts, memoranda and related documents that clearly and concisely conveys gift terms, to ensure ease of interpretation by donor(s) as well as current and future campus partners. - When applicable, draft new gift agreement templates.
- Ensure that all final gift agreements are distributed to the relevant campus stakeholders outlining gift terms, reporting and compliance requirements.
- Represent Caltech as a member of the Gift Agreement Writer's Association (GAWA).
- Utilize industry best practices to identify and mitigate reputational and legal risks and ensure all commitments align with Caltech policies, related legal and tax requirements, and other regulatory and ethical compliance standards.
- From inception to execution, manage and oversee a system and standards that tracks all gift agreements as they progress through the various stages of approval, including the signature process. (Caltech uses both Adobe Sign electronic and hard copy signatures.)
- Oversee Adobe Sign system for gift agreements.
- Regularly assess gift agreement timeliness and volume, providing status reports and analyses to AAR leadership.
- Evaluate and periodically revise businesses processes and systems to ensure continued maximum accuracy and efficiency.
- Expedite pre-approved template gift agreements and carefully manage the review and/or approval process for complex gift agreements and other gifts/proposals that require higher level Institute review.
- On a quarterly basis, coordinate with academic units and the Office of the Provost to ensure all gifts accepted and/or gift agreements of $100K+ and/or those spanning multiple years are vetted and approved as needed.
- Maintain the electronic repository system (RADR) and processes related to the creation, retention, filing and archiving of executed gift agreements, amendments, memoranda, gift memos, and other documents.
- Remain informed of national, state and/or professional regulations that may impact the Institute's donor agreements process and advise and oversee modifications as necessary to ensure compliance.
- Serve as both the AAR expert and advisor regarding donor agreements, policies, and procedures. Promote best practices and update AAR fundraising professionals and campus stakeholders on modifications to the donor agreement processes.
Project Management and Other Duties (40%):
Work with AAR gift processing and Office of Business and Accounting Services to track matching gift challenges and report on progress to completion. Oversee the effective use and functionality of Adobe Sign. Create and maintain easy to access gift agreement templates and resources for AAR colleagues in a centralized information portal (Nucleus). Define, document, and ensure adherence to gift agreement business rules and data processing with the goal of using AAR system(s) in simple, clear, and consistent ways. Create, maintain and present metrics with insights about volume and workflow efficiency. Research and resolve problems affecting the Gift Agreement Workflow, such as reviewing appropriate data entry procedures, communicating potential issues, and recommending improvements. Analyses, organize and maintain analyses and reports to share pertinent information with colleagues. Miscellaneous job-related duties as assigned.
Basic Qualifications
Bachelor's degree 5-years' experience or equivalent of progressively responsible professional/administrative experience; preferably in advancement and alumni relations, complex non-profit organizations, corporation or government. Experience preparing and drafting complex gift agreements or contracts related to LLCs, closely held stock, donor advised funds, and real property. Possess strong writing and editing skills and the ability to communicate clearly and concisely. While multitasking, demonstrated ability to critically review and synthesize complex information. Exceptional interpersonal communication skills and ability to comfortably engage with colleagues at all levels within the organization. Knowledge of relevant business standards such as IRS regulations for gift receival and receipting, gift agreements, etc. Ability to work with AAR colleagues to assess and balance donor expectations and goals with Institute needs to craft gift agreements; respond effectively to unique donor/gift circumstances. Understanding of gift, pledge, payment and gift accounting requirements and processes. Demonstrated skills developing and implementing new procedures, workflow analyses, and proven experience leading projects using project management principles, practices, techniques, and tools. Ability to work in a fast-paced environment and to handle several tasks simultaneously, prioritizing projects to meet aggressive and competing deadlines, and can work under pressure with frequent interruptions. Significant proficiency with SharePoint, Microsoft Excel, Access, Power Automate and other programs that provide the ability to interpret, manage, and track large quantities of data. Proven Excel skills, including the ability to create pivot tables, data tables and charts. Knowledge of the principles of donor stewardship and charitable giving. Ability to be tactful, discrete, and diplomatic; to possess sound judgement and ability to make decisions independently; and to handle confidential information sensitively and with discretion. Must be self-motivated and highly dependable, detail-oriented, possess the ability to prioritize work proactively and effectively, and to solve problems without direct supervision. Ability to work both independently and collaboratively. Possess strong project management and organizational skills. Have a meticulous attention to detail and accuracy. Ability to practice and adhere to organizational values.
Preferred Qualifications
Required Documents
Hiring Range
$68,640 - $102,000 per year
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor. To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf. Disability Accommodations
If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at employment@caltech.edu.
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California Institute of Technology
vision insurance, parental leave, paid time off, sick time, tuition reimbursement
Feb 13, 2025