Assistant Director of Advancement Administration
Claremont McKenna College

Claremont, California

Posted in Retail
9 days ago

Job Info

Job location: Claremont

Employment Type: Full-time
Posted data: 2021-03-02
Req: REQ-2890
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 Advancement AdministrationJob Details and Requirement:

Summary of Position:

The Assistant Director will serve in the Office of the Vice President of Advancement, as a strategic partner on all Advancement projects. The Assistant Director is responsible for managing and organizing the complex systems of the Advancement department's engagement with the campus, collaborating with the Advancement leadership team to determine and prioritize projects, building relationships with on-campus partners and coordinating schedules and meetings on behalf of the Vice President for Advancement, Associate Vice President for Development, and Director of Advancement.

The Assistant Director serves as the main point of contact in the Office of Advancement for all campus partners, efficient management of day-to-day workflow of a wide range of priority projects, and providing professional and technical support at an advanced level in the Office of the Vice President for Advancement. This position will require high-level project management experience and collaboration skills.

The Assistant Director is a member of the Vice President's leadership team and therefore will be expected to regularly attend executive Advancement meetings. This position must have a comprehensive understanding of College policies and procedures and exhibit discretion and confidentiality in handling matters of sensitivity.

Essential Functions:

Reporting to the Vice President for Advancement the Assistant Director of Advancement works independently and collaboratively with campus partners to perform the following essential duties and responsibilities:

  • Manages key projects and special assignments, from initiation to completion, by establishing objectives, determining priorities, managing time, organizing key action items, monitoring progress, and problem-solving in changing circumstances. Ensures follow-up on behalf of the Office of the Vice President.

  • Actively participate in all meetings, both external and internal, often serving as the delegate from the Office of the Vice President, to ensure the vision and priorities of the Office are communicated and executed.

  • Create, enhance and oversee a complex system of Advancement's engagement with the campus as it applies to greater information gathering and connection of students and donors. The Assistant Director works to build strong relationships with the departments who regularly receive donor directed funds, such as the Dean of Faculty's office, Admission and Financial Aid, Soll Center for Student Opportunity, and the Athenaeum and document their stored information and donor relationship. The Assistant Director will create and oversee a regular information exchange that allows greater access to donor and student information for a variety of customized strategies, including message segmentation, acknowledgement letters, and stewardship reports.

  • Oversees the internal processes of the Office of the Vice President for Advancement, ensuring priorities are met, including coordinating the Vice President's calendar and expense reports, organizing meetings and developing agendas, managing information pipeline and business intelligence emanating from the Vice President for Advancement, including organizing debriefs and creating follow-up action items from the Vice President's and College President's travels and substantive fundraising meetings.

  • Assemble information for tracking and reports assessing progress toward project completion on Advancement-wide projects, as defined by the Office of the Vice President. Analyzes information to identify trends and patterns, evaluates strategies and makes appropriate recommendations as necessary based upon results.

  • 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 and creating a quarterly theme and coordinating regular updates to the acknowledgement letter template that is used by the entire Advancement team.

  • Oversee and manage the appropriate budgets under the Vice President.

  • Support Advancement leadership in producing reports, analytics and metrics for trustees, individual portfolios, and other important constituents.

  • Prepares and compiles materials for newly established quarterly, internal Gift Acceptance Committee meetings, as well as bi-annual meetings for the Trustee Gift Acceptance Committee. Convenes the Gift Acceptance Committee meetings, sets agendas and ensure all related processes for this new system of oversight are built out and functioning. This work requires detailed and regular interaction with the trustees on the Committee (Chairs of all Board of Trustee committees) and CMC senior staff, including General Counsel, the Chief Operating Officer, the Treasurer and the Chief Investment Officer.

  • Provide the Director of Advancement with relevant Gift Acceptance Committee decisions and documents and assist in preparing and compiling the CMC Board of Trustees Advancement Committee and Board Affairs Committee materials.

  • Collaborate with the Vice President and the Director of Advancement to prepare ad hoc materials 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 in responding to routine and non-routine questions regarding donor prospects, mailings, and other internal and external questions concerning Advancement activities.

  • Provides leadership guidance and support as needed to office of Events, especially when related to donor initiatives. Assists as necessary to ensure events and activities are planned and implemented efficiently.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from successful progress in this position and/or 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 as requested.

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.

  • Project management experience and demonstrated ability to lead and progress groups and projects toward stated goals.

  • Must be able to handle sensitive and confidential correspondence with good judgment and discretion. Ability to make independent decisions and recommendations when appropriate.

  • 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. Inspirational and energetic leader with keen sense of internal and external relationship building. Ability to build consensus, agreement and collaboration.

  • 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.

  • Possesses a keen attention to detail.

  • 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. Possesses a high degree of emotional intelligence, diplomacy and self-awareness.

  • 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.


EDUCATION: Bachelor's degree is required; Graduate degree preferred.

EXPERIENCE: A minimum of five to seven years of increasing responsibility in administrative experience or equivalent is required. Experience working in higher education, advancement or in an office with internal and external constituents is preferred.

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.

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)

Primarily working at a desk, while physically able to lift mail packages as necessary.


REQUIRED HOURS: Full-time 8:00 - 5:00 p.m. Monday through Friday, but will routinely involve evenings and weekends. Holiday work hours may be required. Regular hours may vary due to needs of the College or division. Travel may be required.

This is a 12-month position.

CLASSIFICATION AND STATUS: This is a regular, full-time, exempt level, benefits eligible position.

Supervisor - AB1825: Yes

Mandatory Reporter - CA Penal Code: No

The person holding this position is considered a mandated reported under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Claremont McKenna College policies, procedures.

Responsible Employee - Title IX: Yes

Campus Security Authority - The Clery Act: Yes

A CSA is a key partner in helping the College comply with the requirements of the federal Clery Act, the goal of which is to provide information about safety and crimes on campus. Because crimes are often reported to employees who are not law enforcement or campus safety officers, the Clery Act obligates the College to identify who on our campus is likely to receive such reports and inform them of this role and responsibility and train them on what to do with that information. As a result of this designation, upon hire, and periodically thereafter, you are required to take the Clery Act training course. Such online course will be assigned to you and will need to be completed within the first six months of your employment.

Required On-site or Remote Personnel

During an emergency, required on-site or remote Personnel provide services that relate directly to the health, safety, and welfare of the College, ensure continuity of key operations, and maintain and protect College properties.

On-site Personnel are expected to come to work in emergency situations unless they are specifically excused by their departments. On-site Personnel are required to report to Campus to perform required function.

Remote personnel can continue operations without physically reporting to campus.

Is this position:

On-Site No

Remote Yes

IPEDS Category Job Code: 13-0000 Business and Financial Operations Occupations

SUPERVISORY RESPONSIBILITY: May supervise student workers and other staff, as necessary.

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times. Professional attire and grooming is a must.

REPORTS TO: Vice President for Advancement

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).

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 for assistance.

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