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Job Summary

The purpose of Advancement and Alumni Relations (AAR) is to foster a thriving and engaged community of support for Caltech. By strengthening and nurturing the community of people who share and support the Institute’s mission and values, we will ensure the Institute receives the necessary resources to achieve our aspirations and advocate for excellence in teaching, research, and scholarship in perpetuity.

Reporting to the Associate Director of Stewardship Communications, the Assistant Director performs all aspects of a wide variety of donor relations-related communications projects to inspire continued support for Caltech. The position requires superb writing and editing skills, and the ability to develop materials that acknowledge, promote, celebrate, or convey philanthropic impact. Typical assignments include writing and designing personalized donor impact reports, reviewing donor recognition pieces, and developing event invitations and program materials. The Assistant Director works closely with teammates in Philanthropic Initiatives and Stewardship, as well as Advancement Communications, colleagues throughout AAR, and members of the academic community. They also interact with senior leaders of the Institute, notably including the vice president for Advancement and Alumni Relations, as well as faculty in all academic divisions.

Essential Job Duties

Research and write compelling reports and other individualized communications in support of the Institute's significant donors, inspiring continued philanthropy and conveying the impact of giving.
Translate complex academic, scientific, and technology-focused concepts into clear, compelling language for educated, non-technical audiences.
Independently conduct research and incorporate changes, comments, and critiques from multiple reviewers using exceptional writing and editing skills; exercise sound judgment with regard to strategy and appropriate points of emphasis.
Review, edit, and proofread donor stewardship materials, including gift agreements and correspondence.
Draft gift acknowledgment templates and other official correspondence (appointment notifications, condolence notes, etc.) for the vice president for Advancement and the provost. Regularly update templates to ensure they reflect the voice and style of the signer.
Review event materials (including invitations, menus, programs, etc.) and produce speaking points/remarks and follow-up messages for donor events, as needed.
Use graphic design skills to support the creation of Stewardship materials (both print and web-based) including selecting and securing appropriate images, developing layouts, and preparing files for print or digital publication. Collaborate with external graphic designers as needed.
Review language for donor recognition pieces and signage that acknowledge and honor the philanthropy of Caltech’s supporters.
Manage multiple projects simultaneously and independently and keep a comprehensive plan of all work in progress. Analyze requests for assistance, project realistic deadlines for project completion, and complete work on schedule.
Develop strong working relationships and understand the communications goals and styles of other writing teams across campus to ensure the successful integration of donor-stewardship materials with the messaging of Advancement Communications, Strategic Communications, and other academic partners.
Collaborate with colleagues in Advancement Communications and the Office of Communications and External Relations to ensure all materials produced align with Institute messaging, tone, style, and brand guidelines.
Perform other duties and special projects as assigned.

Basic Qualifications

Bachelor’s degree or equivalent related work experience.
Three years or more of experience in a professional communications role.
Proven superior writing, editing, and proofreading skills.
Ability to communicate about a wide range of science and technology topics to non-technical audiences.
Ability to synthesize complex information into clear and persuasive prose.
Ability to independently manage complex tasks simultaneously, coordinate the roles of various participants in projects, set priorities and schedules, and meet deadlines with minimal supervision.
Exceptional attention to detail.
Ability to continually seek new ways to tell the story of impact to donors across various channels.
Expertise in developing and implementing best practices for conveying impact to donors.
Excellent interpersonal and communication skills.
Ability to facilitate mutual understanding and work effectively with a wide variety of people, including faculty, administrators, advancement colleagues, donors, alumni, students, and friends of the Institute.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Authentic curiosity and interest in science and technology.
Demonstrate the ability to practice and uphold AAR’s guiding principles.

Preferred Qualifications

Bachelor’s degree, preferably in English, Journalism or Communications or a related field.
Advancement writing experience.
Science or medical writing experience is highly desirable.
Familiarity with higher education or non-profit environment.
Proficiency using Adobe InDesign and the Adobe Creative Suite.
Proficiency using digital e-mail platforms, preferably Encompass and Thankview.
Understanding of graphic design concepts and ability to positively enhance the design of projects and materials.
An understanding of the advancement enterprise—particularly within an academic setting—and the ability to work within that framework.

Required Documents

Resume.
Cover Letter.

Hiring Range

$78,900 - $106,800 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

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

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at

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Assistant Director, Stewardship Communications