Position Description

Associate Director, Foundation Relations
Job Category Fulltime Regular
ExemptOvertimeEligible Exempt
Benefits Eligible Benefit Based
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Caltech 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. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The purpose of Advancement and Alumni Relations (AAR) 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. AAR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.

Within AAR, the Office of Foundation Relations (OFR) facilitates engagement between private foundations and Caltech, fostering partnerships and securing resources to advance Caltech's research and educational mission.

Reporting to the Senior Director, Foundation Relations, the Associate Director, Foundation Relations will manage a portfolio of foundations focused primarily, but not exclusively, on support of students at Caltech and maintain engagement with these funders through required reporting and annual stewardship. The Associate Director, in coordination with prospect manager colleagues within OFR, will also manage digital and print stewardship for endowed and current-use scholarships, fellowships, and professorships from foundation donors and will track and disseminate on-campus and virtual engagement opportunities to support stewardship and cultivation for the larger foundation relations portfolio.

This position requires a thorough understanding and application of internal Advancement and Alumni Relations (AAR) processes and Institute policies and procedures as well as an ability to multitask in a high-volume, high-speed environment, anticipate needs of both internal and external stakeholders, display initiative and independently manage projects and assignments while also functioning as a team member. 

Job Duties

Prospect Management

  • Serve as prospect manager for a portfolio of foundations focused primarily on support of students and the student experience
  • Develop and implement strategies to maintain engagement with foundations in the portfolio and facilitate continued and new support of Caltech in the amount of approximately $500K-$1M annually
  • Represent Caltech in visits with foundations in portfolio; plan and coordinate cultivation and stewardship
  • Prepare cogent and compelling proposals, reports and other presentations to facilitate continued support of Caltech
  • Facilitate relationships between foundation representatives and Caltech stakeholders, particularly leadership and staff in Student Affairs
  • Review foundation prospect strategies regularly with the Senior Director, Foundation Relations for refinement and determination of appropriate next steps

Stewardship Management

  • Collect information from appropriate internal stakeholders including the undergraduate and graduate deans offices and fund accounting, and, in collaboration with prospect managers within OFR, conceptualize, design, and prepare compelling stewardship materials, including those leveraging emerging digital platforms, to private foundations for endowed and current-use professorships, scholarships, fellowships and programs
  • Produce well-written, cogent and persuasive letters, emails, narratives and other materials for both internal and external audiences; provide thoughtful and well-considered comments and edits to report narratives and communications drafted by others
  • Develop familiarity and understanding of key campus programs and priorities in order to respond both to donors’ interests and campus needs
  • Collaborate with Campaigns and Stewardship to ensure the production of high-quality stewardship materials for Caltech’s top foundation donors
  • Identify and disseminate information for on-campus and virtual stewardship opportunities to OFR colleagues
  • Serve as a key OFR liaison to AAR colleagues in Advancement Communications and Events, Campaigns and Stewardship, and individual giving officers focused on student affairs

Basic Qualifications

  • Bachelor’s degree equivalent
  • Relevant development experience
  • This position requires an individual who can work independently, while coordinating with the Senior Director, Foundation Relations and other prospect managers within OFR, along with divisions and departments across campus
  • The successful candidate must possess excellent communication (verbal/written), interpersonal, organizational, proofreading and editing skills
  • The nature of the work requires good judgment in working with sensitive/confidential material, initiative, and persistence in order to collect and obtain the necessary information for foundation reports
  • Candidate must possess ability to work under pressure with frequent interruptions
  • Position requires ability to exercise discretion, ability to handle several tasks simultaneously, prioritize projects and meet deadlines
  • Outstanding analytical skills and problem solving ability, and organizational and follow-up skills
  • High integrity and ethics; high sense of personal responsibility and accountability for achieving outcomes, strong focus on quality are essential
  • Demonstrated ability to practice and adhere to organizational values

Preferred Qualifications

  • Extensive experience with a variety of computer software programs including, in particular, MS Office suite and Adobe Creative Cloud applications
  • Experience with digital platforms for donor engagement
  • Strong preference for previous experience in higher education Advancement/Development

Required Documents

  • Resume
  • Cover Letter


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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