Senior Secretary, Academic Affairs, Posting Number H0087

Starting salary: Dependent upon qualifications with a minimum $14.50 per hour. The regular hours for this position will be four hours per day, Monday through Friday, as arranged with supervisor. Hours may vary due to needs of the College or department. This is a part-time, 12-months per year, benefits-eligible, nonexempt position. This position reports to the Associate Dean, Academic Affairs.
 
Primary purpose: Working independently, perform a broad range of administrative and secretarial duties in support of the Office of Academic Affairs. Work is performed without close review and involves knowledge of the organization, policies, procedures and personnel, and the exercise of frequent independent judgment in making moderate administrative decisions.

Essential functions include: Word-process a wide variety of documents from semi-finished source material, including computer software programs. Produce final documents formatted with correct spelling, syllabication, punctuation, and grammar.  Material may be of a technical and/or confidential nature and/or non-English language. Plan, layout and type complex statistical tables. Proofread. Independently compile and prepare non-routine reports, correspondence and other documents. Obtain and furnish necessary information from a variety of sources. Organize and coordinate phases of special projects and functions. Maintain and control confidential files and records. Photocopy material. Respond independently to inquiries requiring knowledge of policies and guidelines. Exercise considerable discretion in scheduling appointments and maintaining calendars. May collect, sort, open and distribute mail. Use judgment in routing and prioritizing mail that requires immediate attention. Summarize contents of incoming materials, coordinate new information with background office sources and draw attention to parts or conflicts. In executive’s absence, ensure that requests for action or information are relayed to the appropriate staff member(s). On own initiative compose correspondence not requiring personal attention of others. May attend meetings and write minutes. Perform other essential duties and tasks specific to the position.

Qualifications: Graduation from high school with extensive courses beyond high school equivalent to one or two years of college or business school and four to five years experience of increasingly responsible related assignments, or any combination of education and experience that provides the knowledge, skills and abilities required. Requires proficiency with word processing software (MS Word) and experienced in using various other software and spreadsheet programs. Ability to read and write legibly, and follow oral and written instructions in English. Ability to compose written correspondence and reports from source and semi-finished materials.

Closing date: Until filled.



Administrative Assistant, Corporate & Foundation Relations, Posting Number H0089

Starting salary: Dependent upon qualifications with a minimum $15.95 per hour. Usual working hours are Monday - Friday, 8:00 a.m. - 5:00 p.m. This is a full-time, 12-months per year, benefits-eligible, nonexempt position. This position reports to the Senior Director for College Advancement (Initiatives).
 
Primary purpose: Working independently, performs a broad range of highly skilled secretarial, administrative and clerical work for the Corporate and Foundation Relations (CFR) unit of the college's Advancement Office. Primary area of responsibility will be to support the needs of the Director of Corporate Relations, Director of Foundation Relations, and Associate Director of Corporate and Foundation Relations. Occasionally, may be called upon to support other Advancement Office units for specific projects. Duties and responsibilities are varied and confidential in nature. Knowledge of the organization and the policies and procedures of the college is preferred.

Essential functions include: Within general guidelines and without regular supervision, draft letters, reports and other correspondence. Type a wide variety of documents from semi-finished source material, including handwritten notes, computer disks and/or machine dictation. Produce final documents formatted with correct spelling, punctuation, and grammar. Plan layout and produce complex statistical tables. Proofread. Materials may be technical and confidential in nature. Schedule appointments and maintain unit calendars, exercising considerable judgment and discretion. Prepare agendas for meetings and conferences, explain discussion topics to participants, draft introductions and develop background information. Attend meetings, take thorough notes, and write minutes. From notes, prepare lists of follow-up items for review by CFR directors. Coordinate special events, campus tours, and other corporate- or foundation-related donor or stewardship activities, such as the President’s Scholars Annual Recognition Dinner, Projects Day, Advisory Committee meetings, Spring Clinic luncheons, and the Research Expo. Respond independently to inquiries on matters and activities related to the CFR unit requiring knowledge of policies and guidelines. Make and confirm travel arrangements and prepare travel itineraries for the CFR team and Clinic directors. Process travel reports for the CFR unit. Provide back-up travel support for other directors, as needed. Handle administrative and budget details for the CFR unit. Maintain office supplies. Photocopy, fax, mail and distribute materials, as appropriate or as directed. Maintain and control confidential files and records. Manage a database of corporate and foundation contacts. Collect, sort, open and distribute mail. As needed, provide back-up support for departmental mail and gift processing procedures. Use considerable judgment in routing and prioritizing mail, calling attention to items requiring immediate attention by CFR directors or other staff. In the absence of one or more CFR directors, ensure that requests for action or information are relayed to the appropriate staff member(s). As needed, interpret requests and help implement action; make sure that information is furnished in timely manner; decide if a matter is of an important or urgent nature requiring notification of the CFR director(s). May advise others outside department of director's views on major policies or current issues; using judgment and discretion, may contact individuals outside department and/or college. Determine procedures for own work. Coordinate with staff and supervisors in other departments, as needed. May assign work to other clerical or secretarial employees in a non-supervisory capacity.  Perform other essential duties and tasks specific to the position or as assigned.

Qualifications: Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in office administration and organizational procedures and five to six years experience of increasingly responsible related experience, preferably in an academic institution, or any combination of education and experience that provides the knowledge, skills and abilities required. Requires outstanding interpersonal, written and verbal communication skills. Ability to compose written correspondence and develop reports, agendas, and conference materials. Ability to read and write legibly, and follow oral and written instructions in English. Requires proficiency with word processing, spreadsheet, and other software, including MS Excel, Word, Outlook, Access, Adobe Acrobat and PowerPoint. Knowledge of the CX (Jenzabar) database is desirable. Ability to prioritize multiple duties/tasks and meet deadlines. Ability to respond quickly to staff inquires for information, particularly when staff is in the field. Ability to think strategically, plan effectively, and coordinate projects/special events to maximize staff talent and time. Personal integrity and demonstrated commitment to high standards and attention to detail. Must exhibit professional maturity in dealing with a wide range of corporate and foundation professionals, college faculty and staff. Ability to thrive in a collaborative team environment and interact successfully with individuals with varying abilities, backgrounds, interests and beliefs.  Knowledge of business mathematics, bookkeeping and writing procedures. Technical ability to maintain multiple accounts, monitor purchase agreements, contracts and other accounting matters for the department/office. Must be able to lift at least 55 pounds from ground to hip level. Generally, objects will include sets of printed, relevant materials, books, paper, or other program materials.

Closing date: Until filled.

Laboratory Technician, (Revised, Repeat) Posting Number H0085

Starting salary: Dependent upon qualifications with a minimum $15.95 per hour. Usual working hours are Monday - Friday, 8:00 a.m. - 5:00 p.m. Some flexibility in schedule may be possible with supervisor approval. This is a full-time, 12-months per year, benefits-eligible, nonexempt position. This position reports to the Chair of the Chemistry Department..
 
Primary purpose: To provide supervision of users while in labs and general support of laboratory operations. To provide instructional support for laboratories, as assigned.

Essential functions include: Prepares supplies, solutions, materials and/or apparatus for use in laboratory exercises and experiments. Maintains materials and supplies, which may include chemicals and chemical apparatus. May instruct students in use of laboratory facilities and equipment. May run student-generated samples on instrumentation to allow the orderly progression of work in laboratory. Works with instructors to develop and prepare materials for classroom demonstrations. Assists in procurement of chemicals, supplies and equipment. Assists in the routine light maintenance of laboratory equipment. Undertakes other projects and duties as requested by immediate supervisor or proposed by laboratory technician and approved by immediate supervisor. Understands and promotes safe laboratory practices. Prepares instructional materials for laboratories as directed by immediate supervisor. Supervises student laboratory groups while on field trips. Provides student instruction, as directed by supervisor that is pertinent to the field trip objective. Proposes new or alternative procedures, set-ups, or policies to immediate supervisor to facilitate the efficient operation of the laboratory.

Qualifications: Minimum of an AA degree in Chemistry; a BA/BS degree in Chemistry or allied field is preferred; or any combination of education, training and experience that provides the requisite knowledge, skills and abilities of the position. Recent experience with modern laboratory equipment and techniques. Familiarity with PC-type computers is highly desirable. Experience as teacher or supervisor in an educational setting is highly desirable. Requires ability to read and write legibly, follow written and oral instructions in English and ability to communicate, in English, with faculty members and students who are well versed in various scientific fields, primarily chemistry. Requires ability to use modern lab equipment and knowledge of appropriate/applicable safety standards. Teaching or supervisory ability in educational settings is required.

Closing date: Until filled.

Building Attendant – Level I, (Repeat) Posting Number H0086

Starting salary: $9.91 per hour. This is a full-time, 12-month per year, benefits-eligible, nonexempt position reporting to the Custodial Services Manager. Usual working hours are Monday through Friday, 2:30 p.m. to 11:00 p.m.

Primary purpose: Under general supervision, performs duties related to the housekeeping operations of the College. Performs routine and non-routine duties, participates in set-up and breakdown for special events and moves furniture. Performs a variety of cleaning tasks requiring physical fitness, safe-working practices, knowledge of cleaning chemicals, methods, procedures, supplies and equipment. Maintains facilities in a clean, orderly and safe condition.

Essential functions include: Cleans offices, classrooms, science facilities, lecture halls, athletic facilities, rest rooms and residential quarters; performs periodic and annual cleaning services/duties. Cleans toilets, urinals, windows, furnishings and light fixtures; changes light bulbs, sweeps and vacuums. Dusts and polishes a variety of surfaces and washes walls. Cleans and disinfects a variety of surfaces. Cleans writing surfaces and erasers. Scrubs and refinishes floors and carpets; refinishes hard, resilient and wood floors; operates mechanical floor cleaners, polishers and carpet cleaning equipment. Disposes of trash and other debris. Removes graffiti. Performs furniture set-up and breakdown for meetings and special events; moves furniture, such as desks, chairs, mattresses and other furniture. Services dispensing machines; activates and deactivates electronic alarm systems, secures facilities. Requests cleaning supplies and materials. Maintains well-stocked and organized supply closets and carts. Performs minor repairs, including minor plumbing, mechanical or electrical repairs, which may include replacing washers in simple basin faucets, replace light bulbs, or tighten window or door hinges, knobs, locks. Participates in emergency response activities. Responds to emergency situations, including turning off water and gas and other appropriate actions. Performs other related duties.

Qualifications: Any combination of education and experience, which provides the required knowledge, skills and abilities to perform the essential functions of the position, including a minimum of one year, paid employment experience in custodial or building maintenance. Must possess knowledge of maintenance, use, safe operation and repair of cleaning supplies, tools and equipment. Must have knowledge of cleaning chemicals and safe working practices and procedures. May require a valid California driver’s license and a driving record acceptable to the college’s insurance carrier. Must be able to understand and carry out verbal and written directions in the English language. Final candidates will take a placement test to verify level of custodial/maintenance knowledge, and a functional capacity test. Must be willing and able to work occasional overtime and weekends.

Closing date: Until filled.



Administrative Assistant, Major Gifts, (Repeat) Posting Number H0084

Starting salary: Dependent upon qualifications with a minimum $15.95 per hour. Usual working hours are Monday - Friday, 8:00 a.m. - 5:00 p.m. This is a full-time, 12-months per year, benefits-eligible, nonexempt position. This position reports to the Senior Director for College Advancement.
 
Primary purpose: Work independently to perform a broad range of highly skilled secretarial, clerical and administrative clerical work for the Major Gifts and Stewardship unit of the college's Advancement Office. Primary area of responsibility will be to support the needs of the Senior Director for College Advancement and the Coordinator of Advancement Initiatives. Duties and responsibilities are varied and confidential in nature. Knowledge of the organization, policies and procedures of the College(s) is preferred.

Essential functions include: Within general guidelines and without regular supervision, type a wide variety of documents from semi-finished source material. Produce final documents formatted with correct spelling, punctuation, syllabication and grammar. Follow standard operating procedures of the development department when producing documents, which may be confidential or technical in nature. Plan layout and produce complex statistical tables. Support the coordination of special events and alumni or donor-related stewardship activities. Make travel arrangements. Process travel reports for development staff members. Maintain and control confidential files. Photocopy, fax, mail and distribute materials as appropriate. Schedule appointments and maintain department calendars. Prepare agendas for weekly, semi-monthly and monthly meetings. Respond independently to inquiries on matters and activities related to the department requiring knowledge of policies and guidelines. Handle administrative and budget details for development area. Provide back up support for the mail and gift processing procedures. Have and maintain a valid driver’s license and driving record that is acceptable to the College’s insurance carrier. Other duties as assigned.

Qualifications: Graduation from high school plus two or more years of college or business school equal to at least two years of college and four to five years experience of increasingly responsible related experience, preferably in an academic institution,  or any combination of education and experience that provides the knowledge, skills and abilities required. Requires proficiency with word processing, spreadsheet, and other software, including MS Excel, Word & Access. Knowledge of the CX (Jenzabar) database is highly desirable. Ability to read and write legibly, and follow oral and written instructions in English. Ability to respond quickly to staff inquires for information, particularly when staff are in the field. Ability to sort and file alphabetically or by project or subject matter. Ability to compose written correspondence and develop reports, agendas, and conference materials.

Closing date: Until filled.



Director of Advancement Research, Posting Number H0088

Starting salary: Dependent upon qualifications with a minimum $6,500 per month. Usual working hours are Monday - Friday, 8:00 a.m. - 5:00 p.m. Hours frequently vary, including evenings and weekends, due to needs of the department or college. This is a full-time, 12-months per year, benefits-eligible, exempt position reporting to the Senior Director for College Advancement (Initiatives).

Primary purpose: Reporting to the Senior Director for College Advancement and working closely with the Director of Development Services, members of the Major Gifts team and other front-line fundraisers plan, implement and manage an aggressive program to identify, research, qualify and report on donors and prospective donors for the college.  Perform an integral role in the preparation for and implementation of a planned comprehensive campaign by pro-actively and collaboratively analyzing data, crafting cultivation and solicitation strategies, preparing written donor/prospect biographies/profiles, monitoring electronic and print documentation of donor interactions, and assisting staff with documentation and record-keeping issues. 

Essential Functions Include: Sets, implements, evaluates and reports upon the strategic direction of the advancement research function. Establishes and maintains policies and procedures for gathering and using research information. Evaluates and recommends the acquisition of research resources and develops and manages the departmental budget allocated to research. Participates in the development of cultivation and solicitation strategies for a variety of prospect types (e.g. major gift, planned gift, foundation, corporate, President’s Scholars program, Clinic, trustee, campaign, etc.) in collaboration with the Senior Directors for College Advancement, the Vice President for College Advancement, the President’s Office, and other front-line fundraisers.  Makes recommendations to match donors to projects. Uses both printed and electronic sources to identify, research, and evaluate the philanthropic capacity of donors and prospects. Identifies and researches candidates for trustee appointments. Oversees the research request process, including the intake, scheduling, assignment, review and delivery of research requests; independently fulfills research requests on individuals, foundations and corporations from advancement staff or other college officials; fulfills research requests from the Office of the President; effectively communicate research results to front-line fundraisers through written and oral reporting; prepares profiles and assists staff in preparation of profiles for cultivation and solicitation visits; and trains staff, temps and volunteers in conducting prospect research (as needed); develops and maintains updated policies and procedures, as well as other essential materials and resources, to guide the training of prospect researchers. Manages an independent portfolio of high-level research projects, as assigned. Develops and manages the prospect/solicitation tracking system utilizing the college’s current database (Jenzabar CX) to help front-line fundraisers successfully manage and report on the cultivation, solicitation and stewardship of targeted prospects/donors.  Helps provide regular reporting and guidance on individual and unit prospect/solicitation goals. Manages the college’s contract with Blackbaud Analytics, in collaboration with the Senior Director for College Advancement (Initiatives). Analyze and report on the data returned by Blackbaud, strategically target selected donors/groups for more in-depth research, and recommend strategies for cultivating, soliciting and stewarding targeted donors/prospects. Lead and strengthen the capacity and efficiency of the advancement research function during the preparation for and implementation of a planned comprehensive campaign; develop and manage the Board of Trustees and Alumni Association Board of Governors peer review process; provide leadership to the “Prospect Review Task Force,” a volunteer committee established to help identify and qualify top-level campaign prospects; and play a lead role in developing, researching, updating and reporting on the college’s campaign pyramid and campaign prospect list. Establishes parameters and protocols for staff input to the college database (Jenzabar CX).  Guides staff in acquiring, recording, and locating data about constituents in the database.  Trains and supervises professional and student staff regarding electronic and paper recording and filing techniques. Through a variety of resources - such as subscriptions to newspapers, magazines, and periodicals - keeps abreast of current events and local/regional/national philanthropic news, gifts and giving trends to identify new prospects or prospect pools for the college. Manages a lending library of research subscriptions available to Major Gifts team and other front-line fundraisers, including newspapers, periodicals, magazines, etc. Works closely with Development Services to assure data integrity and completeness.  Uses judgment and experience to assure valid data interpretation. As needed, participates in donor recognition and cultivation events as a representative of the college. Performs other duties and tasks, as assigned.
 
Qualifications: Bachelor's degree (master’s degree preferred) and minimum five years experience in computer-based prospect research. Experience in higher education preferred. Direct fundraising experience desirable. Demonstrated ability to perform research at a high level on individuals, corporations, and foundations, using a variety of computer and printed resources (e.g. Hoovers, LexisNexis, WealthEngine, etc). Experience in developing and writing reports with database reporting tools is essential (current reporting tool includes Cognos Impromptu and Cognos ReportNet). Expertise in Excel is essential. Superior interpersonal, written and verbal communication skills. Ability to utilize the college database (currently Jenzabar CX) and Blackbaud Analytic’s user interface, The Researcher’s Edge, to review donors and produce profiles of donors. Ability to work both independently and as a member of the College Advancement team.
Knowledge of current trends in prospect research. Must be able to meet deadlines, prioritize and organize multiple projects, think strategically, and work with numbers. Positive attitude and strong work ethic. Personal integrity and ability to appropriately handle confidential and sensitive information.

Closing date: Until filled.



Regional Director of Major Gifts, (Revised, Repeat) Posting Number H0083

Starting salary: Dependent upon qualifications with a minimum $5,167 per month. Usual working hours are Monday - Friday, 8:00 a.m. - 5:00 p.m. Hours will vary due to travel and/or needs of the College or department. This is a full-time, 12-months per year, benefits-eligible, exempt position reporting to the Senior Director for College Advancement – Major Gifts.

Primary purpose: The Regional Director will promote maximum engagement and giving to Harvey Mudd College, including annual, capital, and planned gifts, from a select group of leadership giving prospects in an assigned territory of local and regional prospects. He/she will work with the team in research, annual giving, and planned giving to develop strategies for a portfolio of prospects, as appropriate. The Director will travel extensively and maintain an average of 25 contacts per month, including 10-12 personal visits. It is expected that the Director will create and implement strategies for the cultivation and solicitation of 100 to 150 assigned prospects while determining the appropriateness of involvement of other advancement staff, volunteers, faculty, the dean and/or the president. He/she will work closely with the stewardship office to ensure recognition and stewardship plans are in place for assigned prospects and participate actively in planning and preparation for a future comprehensive campaign.

Essential Functions Include: In consultation with the Senior Director for College Advancement and other prospect managers, develop operating plans for the college’s major and principal gift program and implement strategies to achieve goals; manage all aspects of the program; jointly supervise the development support staff for major and principal gifts. Serve as the chief strategist for major gifts from individuals in all constituencies within the assigned territory, with specific attention to sustained movement toward reaching donor goals with those individuals. Participate actively in planning and preparation for a future capital campaign by developing and implementing strategies for identifying potential major gift donors to the college. Prepare written and verbal briefing and proposal materials for the President, Vice President and others that are appropriate to the donor’s situation. Correspond regularly with specific prospects and donors. Support selected volunteers in their fundraising efforts on behalf of the College. Educate and motivate volunteers and development staff to design and implement appropriate prospecting and cultivation events. Oversee gift documentation and acknowledgment for outright major gifts. Maintain an accurate and timely record of all donor visit activity in the online donor management system. Develop and maintain superior working relationships with current and prospective donors, members of the board of trustees, faculty, staff, alumni, parents, and other parties with interest in the college and the potential for making a major gift of $50,000 and above. Develop and monitor budgets associated with major gift program activities. Participate in related professional meetings and conferences to maintain skills. Perform other duties and tasks specific to the position.

Qualifications: Bachelor's degree and minimum five years experience, preferably in an educational environment, with at least three years directly related to annual or major individual gift fundraising including direct experience making solicitation visits. Demonstrated success as a committed and motivated front-line fundraiser. Ability to arrange one-on-one meetings and solicit prospective donors for gifts personally. Ability to work both independently and as a member of the College Advancement team. Must be able to meet deadlines, think strategically and work with numbers. Familiarity with basic tax law as it relates to charitable gifts. Positive attitude and strong work ethic. Ability and willingness to travel extensively, at times. Ability to work some evenings and weekends. Superior interpersonal, written and verbal communication skills. Competence in a variety of software programs used to track major gift efforts and results. Personal integrity and ability to interact successfully with various constituencies (donors, volunteers, faculty, administration and staff) as well as individuals with varying abilities, backgrounds, interests and beliefs. Requires valid driver’s license and a driving record acceptable to the College’s insurance carrier.

Closing date: Until filled.