Position Description

Assistant Vice President of Advancement Services
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 California Institute of Technology (Caltech) seeks an innovative and seasoned leader to serve in the role of Assistant Vice President of Advancement Services (AVP). The AVP will join Caltech at an exciting time as the Institute is poised to capitalize on the momentum of the multibillion-dollar Break Through: The Caltech Campaign, scheduled to conclude on September 30, 2021. The incoming AVP is charged with building upon the strengths of Caltech’s Advancement Services team, further modernizing and enhancing the “engine” of this already successful division. In this critical leadership role, the AVP is responsible for ensuring that the appropriate advancement infrastructure is in place to support advancement and alumni relations at Caltech and that donor expectations are met and exceeded.

Reporting directly to Vice President for Advancement and Alumni Relations Dexter A. Bailey, Jr. and engaging as an active contributor of the senior management team, the AVP will oversee a team of 37full-time employees, across the areas of Advancement Information Services, Prospect Management and Research, Prospect Analytics and Reporting, Talent Management, and Strategic Initiatives. The AVP is a vital partner contributing to the success across all fundraising teams including principal and major gifts, academic divisions and regions, foundation relations, gift planning, and annual giving, as well as alumni relations, donor relations, stewardship, advancement communication, and events. The newly appointed leader will play a vital role in educating internal partners on philanthropic best practices and inspire confidence among external supporters that their commitments are well received and stewarded. As Caltech plans for its successful fundraising campaign and beyond, the AVP will serve as a strategic advisor to the VP for Advancement and Alumni Relations and work closely with other senior and programmatic leaders across the Institute.

The newly appointed AVP will be joining a newly assembled leadership team charged with scaling up an operation whose committed and passionate crew is eager and excited about unprecedented growth, change, and higher expectations. At a place where innovation and big impact are the norm, the AVP must bring a track record of setting higher sights, pushing innovation, and empowering staff to test and use technology to its fullest to increase performance and efficiency. The goal is to create a highly professional, high-performance advancement operation in service to Caltech’s noble mission.

Leaders who thrive on openness, transparency, and collaboration will be particularly successful at Caltech. The ideal candidate will possess superior communication, mentoring, and relationship-building skills. The AVP will be an agent of change, capable of advocating for and implementing new approaches within an already successful environment. The integral attributes of integrity, emotional maturity, judgment, creativity, authenticity, decisiveness, energy, tolerance for ambiguity, flexible, inclusive, practicality are required.

Caltech’s next AVP of Advancement Services must demonstrate a deep measure of expertise in advancement services, keeping an eye towards the future of the industry and paying constant attention to the evolving nature of philanthropy and newly emerging innovations in the field.

Job Duties

  • Serves as internal leader of a data-driven culture
  • Develops strategic analytic models, reports, and dashboards that provide insights and business intelligence to the management team
  • Develops and oversees the Advancement Services functions and teams by establishing performance goals, metrics, and clarity with an awareness of modern privacy rules in terms of integration of data and sensitive information
  • Creates efficiency and automation of transaction processing and reporting; effective deployment of technology supporting the operations; strategic planning, financial investments, and tools to enhance workflow
  • Assesses, recommends, implements, and manages enterprise hardware and software used for prospect, donor, analytics, gift processing, and recording and reporting
  • Monitors and assesses organizational effectiveness of support services in alignment with customer and constituent needs
  • Facilitates, leads, and prepares presentation of reports and analyses for the VP and senior management team; President, Provost, Division Chairs, and other senior officers; and the various Board of Trustees committees
  • Maintains the commitment to service throughout the Advancement Services organization
  • Actively engages the broader advancement services profession as a speaker and presenter at regional and national conferences
  • Establishes and promotes a workplace environment that fosters inclusion, collaboration, respect, and the pursuit of excellence
  • Demonstrated commitment to diversity, equity, and inclusion
  • Other duties as assigned

Basic Qualifications

  • Bachelor’s degree
  • Minimum of 7 years of demonstrated leadership experience in advancement and advancement services
  • Commitment to achieving administrative and strategic excellence in the field of advancement and building and sustaining an outstanding advancement services organization while always working within budget
  • Strong background in research or analysis, business process design, report development, testing, and support of advancement information systems with an emphasis on data quality control
  • Forward-thinking leadership skills that can balance diverse agendas and points of view in a dynamic, outcomes-based, and enterprising environment
  • Broad knowledge of industry best practices in data reporting and data modeling
  • Demonstrated experience building, leading, motivating, assessing, and holding accountable high-performing, well-integrated professional teams, preferably in a higher education, small to midsize business or complex not-for-profit fundraising environment
  • Exceptional oral and written communication skills
  • Stature, credibility, and capacity to build and sustain effective relationships with colleagues at all levels of the AAR organization and with partners elsewhere at the Institute; to influence senior colleagues, often without authority; and to advocate for and secure resources in support of AAR’s agenda
  • Sensitivity to circumstances, limitations, restrictions, and other pressures on customers seeking answers to their problems, and ability to focus on the issue at hand
  • Occasional travel, evening/weekend work, and attendance at Caltech/AAR events
  • Demonstrated ability to practice and adhere to organizational values

Preferred Qualifications

  • Advanced degree in a related field
  • Advancement services management experience during a major campaign
  • Experience assessing, selecting, and implementing enterprise systems conversions
  • Familiarity with Ellucian Advance, or Advance Web

Required Documents

  • Resume
  • Cover Letter

COVID-19 Vaccine Required for All Employees

Caltech has implemented a mandatory vaccination policy effective October 15, 2021, requiring COVID-19 vaccinations for all employees (with Institute-approved exemptions for religious or medical contraindications only). At present, an individual is deemed “fully vaccinated” when that person has received, at least 14 days prior, either the second dose in a two-dose COVID-19 vaccine series (e.g., Pfizer or Moderna) or a single-dose COVID-19 vaccine (e.g., Johnson & Johnson). As a condition of employment, employees must submit official COVID-19 vaccine documentation. More information may be found here.

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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