Posting Number:  H0140

Posting Date:  November 2, 2009        Closing Date:  Until Filled.

Application Procedure

Apply Online

What to include with your application:  In addition to a Harvey Mudd College employment application available at www.hmc.edu/employment, please submit a resume and a cover letter describing your qualifications. All required documents must be submitted with your application in order to be considered for this position.

Information about the position:  Salary is dependent upon qualifications with a minimum $5,833.34 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-month, benefits-eligible, exempt position.

What the successful candidate will do: Reporting to the Vice President of College Advancement, the Director and Special Assistant is responsible for centrally planning, managing, and delivering accurate and compelling recognition and stewardship to all donors to the College. The Director supervises the Assistant/Associate Director of Stewardship and collaborates with the Vice President’s Administrative Coordinator. The Director serves as the Vice President’s chief of staff, represents the Office of the Vice President and provides the Vice President with advanced logistical and management support for interactions and special projects performed in conjunction with the President, trustees, key donors or volunteers, and other constituents.

Working in close collaboration with the Senior Director of Advancement responsible for directing the campaign, the Director will co-develop and lead the launch and ongoing execution of an integrated campaign stewardship plan.

This is a unique position requiring a variety of professional skills, attention to detail, creativity, poise and discretion. The ideal candidate will possess outstanding technical, organizational, and communication skills, the ability to balance multiple priorities and meet aggressive deadlines, and a willingness to work in a collaborative, diverse and fast-paced work environment.

Essential Functions:

• Elevate the College’s philanthropic support, engagement with donors, visibility, and prestige through effective stewardship by:
  
  
  • Developing, enhancing and overseeing the acknowledgement process for current gifts, recurring stewardship activities for all endowed funds, and special stewardship efforts, including events, for all campaign and capital gifts.
  • Establishing and communicating policies and guidelines governing stewardship.
  • Overseeing the stewardship database and the assignment of scholarships, ensuring that all fund accounting and fund criteria, assignees, donors, and recipients are accurate and up-to-date, and ensuring that all reports are produced and distributed in a timely fashion.
  • Creating, overseeing, and staffing a lifetime giving society.
  • Overseeing the implementation and management of an online donor honor roll and stewardship web presences.
  • Supervising the Assistant/Associate Director of Stewardship and ensuring their close collaboration with the Senior Director of Advancement responsible for directing the campaign.

• As the Special Assistant to the Vice President, work closely with the Administrative Coordinator in the Office of the Vice President to coordinate or directly manage a small portfolio of critical campaign projects and special events; provide logistics and management support for the Vice President; and effectively represent the Office of the Vice President to trustees, major donors, and other constituencies by:
  
  
  • Supporting the Vice President’s ongoing interactions and projects with the Board of Trustees, especially the Board Affairs Committee, Advancement Committee, and Campaign Cabinet.
  • Working closely with Trustees and coordinating with the Office of the President to produce special events that welcome, orient, or recognize trustees. 
  • Collaborating with the Dean of Faculty and Vice President of Academic Affairs to implement the HMC Academic Advancement Partnership pilot program, which supports collaborative development efforts undertaken by Advancement, selected departments and faculty.
  • Developing, promoting, and implementing best practices for College special event planning, budgeting, design, implementation, and assessment.
  • Directly negotiating contracts and agreements with vendors in accordance with HMC financial policies. 
  • Centrally coordinating the Advancement Office’s master events calendar; providing expert guidance and leadership to advancement staff implementing other events in their own units.
  • Overseeing the implementation of the College database’s events module that generates invitation lists and tracks responses.

• Managing and centrally overseeing and developing a unit-wide staffing plan for key College and campaign events, including the following annual events:
  
  
  • Annenberg Visiting Professors in Leadership and Management Series
  • The Bruce J. Nelson ’74 Distinguished Speaker Series
  • The Hixon-Riggs Forum of Science, Technology, and Society
  • The President’s Scholars Program annual donor recognition event
  • Provide ongoing exceptional logistical and management support for the Vice President, including budget management and project status reporting.
  • As required, supervise temporary staff, student workers, and volunteers.
  • Other duties as assigned.

What the ideal candidate will bring to this position and HMC:
Required Qualifications:

• Bachelor’s degree, or a combination of relevant experience and education.
• At least five years of experience that provides the knowledge and skills required, which must include a minimum of two years of executive support, two years of effective volunteer management in a nonprofit setting, and three years of events management in a professional advancement setting; a combination of education, training, and experience that provides the required knowledge, skills and abilities of the position. Ability to work independently, exercise good judgment and make decisions with minimal guidance and oversight.
• Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.
• Mastery of standard office productivity software (e.g. Microsoft Office programs): Word (including mail merges), Excel (including macros, charts and other advanced functions), PowerPoint, Adobe Acrobat and Outlook.
• Experience with Jenzabar CX or a comparable computer database system.
• Demonstrable competence with internet browsing software, search engines, and search strategies.
• Familiarity with fundraising and philanthropic principles.
• Demonstrated effective interpersonal, written and verbal communication skills.
• Ability to read, write legibly, speak, and follow written and oral instructions in English.
• Ability to spell accurately and write business correspondence according to professional writing standards. 
• Ability to apply basic and analytical math and budget monitoring procedures in maintaining financial/budget records.
• Proven ability to compose effective written correspondence and to develop reports, agendas, simple proposals, and conference materials.
• Sort and file alphabetically or by subject information from a variety of sources.
• General knowledge of graphic design, publication, and production.
• Ability to prioritize multiple duties/tasks and meet deadlines.
• Strong analytical skills.
• Knowledge of and experience with web 2.0 applications.
• Personal integrity and demonstrated commitment to high standards and attention to detail.
• Ability to thrive in a collaborative team environment and interact successfully with individuals with varying abilities, backgrounds, interests and beliefs.
• Ability to work occasional weekends or evenings.
• Ability to direct the work of clerical staff, student workers and volunteers.
• Experience with volunteer management.

Preferred qualifications:

• Experience in fundraising unit, particularly of a college or university.
• Understanding of the Moves Management concept of donor/prospect engagement.
• Experience with graphics software and online meeting support systems.