Assistant Director of Advancement
Claremont McKenna College

Job Info

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Equal Opportunity and Nondiscrimination Statement                                    In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.Location:Claremont, CAJob Posting Title:Assistant Director of AdvancementJob Details and Requirement:

BASIC FUNCTION:

The Assistant Director will serve to support the Office of the Vice President, which includes the Vice President, the Associate Vice President for Advancement, Assistant Vice President for Strategic Initiatives and Executive Director of Advancement. The role will serve as the main point of contact for all campus partners and will be responsible for the efficient management of day-to-day workflow of a wide range of priority projects, along with executing portfolio management tasks and calendar support for the Vice President. This position must have a comprehensive understanding of college policies and procedures and exhibit discretion and confidentiality in handling matters of sensitivity. The ideal candidate will to be able to work independently, design internal processes and execute tasks with minimal supervision.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

The Assistant Director works both independently and collaboratively to perform the following essential duties and responsibilities:

Manage and execute priority projects by organizing key action items, establishing objectives, assigning timelines and ensuring follow up on behalf of the Office of the Vice President. Schedule project meetings where appropriate.

Oversee the internal processes of the Office of the Vice President for Advancement, ensuring priorities are met, including coordinating the Vice President's calendar, organizing meetings and developing agendas, managing information pipeline and business intelligence emanating from the Vice President for Advancement.

Maintain the fundraising portfolio of the Vice President by managing constituent data and fundraising pipeline on behalf of the Vice President.

Develop travel strategy and execute Vice President fundraising and engagement travel planning; to include geographic recommendations, itinerary creation, meeting coordination and tracking of follow up actions.

In conjunction with the Assistant Vice President of Institutional Philanthropy and Strategic Initiatives provide fundraising travel support and assist in the preparation of donor pipelines for the Office of the President.

Manage information for tracking and reports on Advancement-wide projects, as defined by the Office of the Vice President. The Assistant Director will provide Vice President with recommendations and will organize needs assessments with stakeholders on key Advancement projects as well as maintain an archive of history on projects.

Work independently to create and compose correspondence for the Vice President, including customizing gift acknowledgement letters for trustees and top fundraising prospects.

Help reconcile and manage the Vice President's budget.

Prepare and execute reports and metrics for trustees, individual portfolios, and other important constituents as requested by the Vice President.

Collaborate with the Advancement Leadership team to prepare materials, take minutes, and maintain confidential files for tasks related to the Board of Trustees. Specifically assist with preparation for CMC's Executive, Board Affairs, College Advancement, and Campaign Committees, as well as quarterly Trustee Engagement Summaries.

Exercise judgment in frequent independent decisions regarding staff requests/inquiries. Possess ability to handle sensitive and confidential materials with discretion.

Within general procedures established by the Vice President, exercise discretion and independence in responding to routine and non-routine questions regarding donor prospects, mailings, and other internal and external questions concerning Advancement activities.

Perform other related duties as requested.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.

• Work cooperatively with others.

• Receive and respond appropriately to constructive criticism.

• Display a positive attitude.

• Balance multiple tasks and priorities.

• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION:

Bachelor's degree is required or a related field or equivalent combination of education and experience is required. Master's degree is preferred.

EXPERIENCE: A minimum of four years of applicable experience in providing high level administrative and operational support. Experience working within a higher education setting, advancement is highly desired.

LICENSES:

A valid driver's license or equivalent means of reliable transportation to off-site meetings and events is required. A valid driver's license is required to drive College-owned vehicles and the ability to be insured under the College's authorized driver's policy.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

Must be able to handle sensitive and confidential correspondence with good judgment and discretion.

Excellent word processing skills. Ability to use state-of-the-art office equipment, such as computers, scanners, calculators, copiers, fax machines, and postal machine. Demonstrated knowledge of Microsoft Office products including Outlook, Word, Excel, Access, and PowerPoint, as well as general personal computer and Mac functionalities. Experience merging Word documents with multiple-field databases desirable.

Excellent oral and written communication skills. Must read and write legibly, follow oral and written instructions in English, spell accurately, and possess knowledge of business writing procedures.

Superior organizational skills. Ability to organize and prioritize work to meet deadlines. Reliability in handling report materials and ability to handle multiple tasks in changing work environment.

Must be able to coordinate and manage multiple responsibilities in a timely and effective manner.

Must possess excellent interpersonal skills and have the ability to function well as a member of a support team with maturity and professionalism.

Must have the ability to work in a team environment, but also independently without continuous supervision.

Ability to direct work of part-time or other staff, including student workers, performing clerical or secretarial assignments.

Professional appearance, demeanor, maturity, and poise in responding to the public, including trustees, alumni, parents, administration, staff, faculty, and students.

Ability to work well with interruptions. Enjoy working with students, parents, alumni, faculty, and staff. Enjoy working with international constituents. Be knowledgeable and charismatic representative of the Office of the Vice President.

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday - Friday. Holiday, weekend and evening work hours may be required. Travel may be required. A successful candidate must be willing to work a flexible schedule. This is a 12-month, year-round position.

CLASSIFICATION AND STATUS:

This is a full-time, 12-months year-round, exempt classified, and benefits-eligible position.

SALARY RANGE:

The anticipated salary range is $66,560 - $72,000 per year. Salary will be commensurate with qualifications and experience.

PHYSICAL REQUIREMENTS: Moderate (up to 30 lbs.)

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is "at-will" meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.Disability Accommodations                                                                                    In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual's disability.               An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC's discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

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