Job Summary

The purpose of Development and Institute Relations (DIR) 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. DIR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.

Reporting to the Associate Director, Caltech Fund and Parents Program, the Direct Mail and Events Coordinator will assist in the overall operation of the Caltech Fund and Parents Program—the annual giving program of the Institute—and serve as a resource for supporting and elevating DIR’s interactions and engagement with alumni, students, parents, friends and campus partners.

Under the direction of the Associate Director for the Caltech Fund and Parents Program, the primary responsibility of this role is to manage the planning and execution of our marketing and communications strategy, which is essential to increasing engagement and annual support for the Institute from alumni, parents, and students. As such, primary responsibilities include the writing, production, and distribution of direct mail and email solicitations, parent e-newsletters, stewardship materials, website/social media content, and other marketing materials throughout the fiscal year.

Job Duties

Serve as the marketing and communications lead for the Caltech Fund and Parents Program:

• Lead writer, content manager, and editor for the Caltech Fund and Parents Program direct mail, social media, website, and e-communication efforts. Collaborate with other campus communications offices (i.e. Strategic Communications, Advancement and Campaign Communications) to ensure Institute guidelines and messaging are met and approved.
• Work with Caltech Fund team to identify potential authors and signatories as needed.
• Maintain an effective presence on social media platforms including the Caltech Fund Website, Caltech Parents Facebook Page, Caltech Parents LinkedIn Group. Take the lead in creating relevant and current content.
• Work with Department Assistant on routine marketing and fundraising projects, delegating duties including website maintenance, internal communication efforts, and other marketing efforts as needed.
• Work with the Associate Director, Caltech Fund to analyze results of marketing and communication efforts and donor trends, which inform effectiveness of marketing strategy.
• Make recommendations and/or implement solutions to further improve marketing efforts to drive revenue, participation, and to ultimately provide the best donor experience.

Serve as the event planning and logistics lead for the Caltech Fund and Parents Program:

• Plan and implement on-campus and regional events for alumni, parents and students, including recruiting hosts, assisting with event briefings, and overseeing follow-up. Attend events as lead staff.
• Work with campus partners such as the Office of the President’s events team, Student Affairs, the DIR Donor Services and Events team.
• Evaluate event results (i.e. attendance, survey results, ROI, etc.) and make recommendations and/or implement solutions that further elevate the effectiveness of programming and engagement with or for alumni, parents, and students.
• Oversee the Department Assistant’s coordination and preparation of event related items, including any additional event correspondence, giveaways/gifts/grab bags, name tags, and database updates.
• Work with Department Assistant on the data and wealth screenings of new and current parent database records. Work with Prospect Research team in identifying potential parent prospects, regional hosts and volunteers.

Serve as an active member of the Caltech Fund and Parents Program:

• Provide operations and programmatic support for the Caltech Fund and Parents Program.
• Attend biweekly staff and team meetings.
• Attend and participate in Caltech Fund and DIR events including but not limited to Convocation, Commencement, parent events, Summer Sendoffs, Reunions Weekend and Campaign Events.
• Performs other duties as assigned.

Basic Qualifications

• Bachelor’s degree, or a combination of relevant experience and education.
• A minimum of five years of experience working in higher education, fundraising, and/or marketing environments.
• Self-motivated and goal-oriented professional, with superior writing, speaking, and organizational skills, who thrives in a team-based environment.
• Marketing and/or graphic design and web design experience.
• Ability to manage multiple tasks with absolute deadlines required.
• Must have expert level proficiency in Microsoft Office and Mac applications.
• Proficiency with Advance, Raiser’s Edge or similar fundraising databases, new and emerging social media platforms, and online content management systems preferred.
• Must possess excellent interpersonal skills, sound judgment, and experience handling confidential information.
• Must have strong initiative, creativity, and attention to detail.
• Exceptional ability to think strategically and analytically.
• High energy level, enthusiasm, flexibility, and sense of humor are essential.
• Ability to travel and to work occasionally on weekends and evenings.
• Demonstrate the ability to practice and adhere to organizational values.

Preferred Qualifications

• Knowledge of Caltech preferred.
• Experience in a fundraising unit, particularly within civic, cultural or academic institutions, is preferred.
• Successful candidates will have an authentic curiosity about science and technology, a strong appreciation for the extraordinary intellectual accomplishments and challenges of Caltech students, alumni and faculty – or willingness and patience to learn the unique culture of Caltech. Candidates should have great enthusiasm and grace to serve as an ambassador for the Caltech Fund, and the Development and Institute Relations team.