Institute Advancement Specialist

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 CA

Job Posting Title:

Job Details and Requirement:

BASIC FUNCTION:

The Institute Advancement Specialist supports the Advancement Office in carrying out institute-related engagement and development activities for the Colleges eleven research centers and institutes. This includes working with the Director of Advancement Engagement Opportunities to help manage board member processes such as onboarding renewals information updates and preparation of related materials. The Specialist also tracks and monitors advisory board meetings and events maintains templates and records and contributes to proactive planning through consistent documentation and follow-up. The work requires significant attention to detail the ability to prioritize tasks manage complex workflows and maintain confidentiality while providing reliable customer service to both internal and external stakeholders.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of Advancement Engagement Opportunities the Institute Advancement Specialist performs the following essential duties and responsibilities:

• Work closely with the Director of Advancement Engagement Opportunities to support and help manage advisory board member processes such as onboarding renewals pledge agreements information updates and preparation of related materials for review and distribution.
• Communicate regularly with institute staff to receive meeting dates keep current with special institute dates acquire annual reports and obtain other relevant information about institutes that assist with institute advancement. Coordinate with the Advancement Events team to ensure shared awareness of institute events and support needs.
• Ensure the accuracy and completeness of institute advisory board member records in Raisers Edge including board terms meeting notes actions and other key data points. Demonstrate proficiency in constituent data systems - including Raisers Edge PaperSave Business Intelligence and Workday - to support consistent high-quality data entry tracking and reporting. Work with relevant staff to update institute website content as needed including giving page information.
• Compile and prepare routine and non-routine reports correspondence agendas minutes and other advancement-related documents in support of institute advancement priorities. Maintain and update templates to support consistency and readiness across board communications and materials and contribute to proactive planning through consistent documentation and follow-up.
• Organize budget information and manage payment requests budget transfers and expense reports for institute advancement staff. Process vendor invoices in Workday as needed.
• Assist institute advancement staff with travel arrangements and scheduling meetings. Prepare and distribute travel reports and contact reports as needed.
• Assist with special projects that support fundraising initiatives for institute advancement and the Advancement Office and participate in the shared responsibility for general building-wide duties.
• Maintain strict confidentiality of all constituent information and proprietary information concerning the Advancement Office and College business.
• Exercise discretion in responding to routine and non-routine questions regarding donor prospects mailings and other internal and external questions concerning advancement activities.
• Perform other duties as assigned.

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 & SKILLS:

EDUCATION: High school diploma GED or any combination of education training or experience that provides the required knowledge skills and abilities. Bachelors degree is preferred.

EXPERIENCE: Two to three years of increasing responsibility in an advancement office or related working in higher education or in an office with public awareness programs is preferred.

LICENSES: A valid drivers license or equivalent alternate form of transportation to off-site meetings and events is required.

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.

• Advanced knowledge of Microsoft Office software (Word Excel and Outlook). Ability to create materials using MS Word MS Power Point and/or MS Publisher.
• Excellent written and oral communications skills including reading and writing legibly following written and oral instructions in English and spelling accurately. Must demonstrate a strong familiarity with business writing conventions and be able to compose written correspondence memoranda and reports from semi-finished source materials. Ability to create and format complex documents including PDFs Word documents Excel spreadsheets and data charts. Ability to maintain strong attention to detail especially when proofreading for spelling and grammar accuracy.
• Ability to sort and file alphabetically and by project or subject-related headings.
• Use superior organizational skills with the ability to prioritize tasks manage multiple responsibilities and meet deadlines in a dynamic environment. Must be comfortable working in a public-facing role with frequent interruptions while maintaining accuracy and attention to detail in handling materials and completing assignments.
• Enjoy working with students parents alumni faculty and staff. Be a knowledgeable representative of the Advancement Office.

OTHER:

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m. Monday through Friday. Overtime holiday weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.

CLASSIFICATION AND STATUS: This is a regular full-time 12-month non-exempt benefits-eligible position.

Supervisor AB1825: No

Mandatory Reporter CA Penal Code: No

Responsible Employee Title IX: No

Campus Security Authority The Clery Act: No

IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupations

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)

PAY RANGE: The anticipated pay range is $26.50 - $28.50 per hour.

SUPERVISORY RESPONSIBILITY: May supervise one or two student workers.

GROOMING AND APPEARANCE: Employees are expected to wear attire that is appropriate to the office or department in which they work.

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. Duties and responsibilities can change and develop over time accordingly the College reviews job description on a periodic basis and may 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 . 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 applicants acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the Colleges 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 individuals 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 CMCs discretion. To request disability accommodation for any part of the application or hiring process please contact Human Resources at or for assistance.