Job Description

Reporting to the Executive Director of Strategic Operations (EDSO), the Associate Director, Strategic Operations (ADSO) works closely with the EDSO as well as the Vice President/Chief Advancement Officer (VP/CAO) on critical division projects, as assigned, that require a high degree of operational skill, effective communication, creative problem-solving, and a strong background in donor relations or customer service. The Associate Director is responsible for both project-related management on specific assignments, as well as administrative support in all affairs of the VP/CAO and Strategic Operations offices. They have the opportunity to collaborate on projects or events with other colleagues in Advancement as directed by the EDSO. They produce written communications and reports, conduct basic prospect research using RelSci, LexisNexis and/or other tools, interface with the office of the President and Provost, as well as other campus departments, and facilitate calendaring for the CAO and EDSO, among other activities.

Qualifications

ESSENTIAL JOB FUNCTIONS:

Project Management

• Plan, develop, and monitor various initiatives related to the Advancement division
• Direct, coordinate, implement, execute, control and complete project design for colleagues in the areas of Development, Stewardship, Communications, Engagement, Events, Advancement Services, and Research, while remaining aligned with strategy, commitments and goals of the organization. Observe and understand the operation of each Advancement department in order to propose process and efficiency improvements
• Develop a thorough understanding of the project and goals required by meeting with colleagues, and working with managers to discuss needs
• Build and maintain strong relationships with colleagues within the entire Institute in order to drive our initiatives and gather support
• Create and maintain project plans and other documentation including setting deadlines, solving issues, managing requirements, and regularly reporting to colleagues and stakeholders, Administer everyday workflow of all implementation processes and provide support to all team members
• Research and build knowledge about products, services, technology, or concepts within the Advancement and project management fields
• Produce quality deliverables in a high-pace, dynamic environment
• Research and respond to routine and ad-hoc requests

Donor Portfolio Support

• Transcribe and enter donor activity reports
• Create acknowledgement letters and other formal communication
• Enter proposals for each specific prospect solicitation and maintain accurate updates as notified
• Track automated tasks and prepare next steps for CAO in order to execute donor cultivation, solicitation, and stewardship in a timely fashion
• Donor gift support including gift agreement drafts, signature requests, etc.
• Partner with Advancement Services to query prospect and donor lists as needed for review for invitations, outreach, etc.
• Create and update CRM campaigns related to specific engagement and solicitation strategies
• Maintain up-to-date research and records on all trustees and other prospects within the CAO portfolio
• Pull data from CRM for strategy meetings and as needed
• Save files in CRM as needed

CAO Support

• Maintain forward-looking management of the calendar for the CAO
• Schedule meetings when appropriate and distribute agendas and meeting materials prior to meeting
• Draft correspondence to both internal and external constituencies on behalf of CAO
  • Thank you emails and/or letters
  • Institutional and/or divisional policy updates
  • Advancement memos
  • Donor notes
• Transform CAO notes into reports, letters, memos as needed
• Proof-reading, formatting presentations, mail merges, etc.
• Own and circulate meeting agendas and takes notes as needed
• Coordinate and make arrangements for conferences, meetings and events for the CAO, including arranging international and domestic travel plans. Ensures that the CAO’s expense reports and travel arrangements are processed regularly and accurately
• Develop analytical systems for tracking and forecasting fundraising performance and generate associated reports Other duties as assigned

SKILLS/ABILITIES:

• Ability to effectively and appropriately convey messages to different audiences and constituents in a variety of different formats
• Ability to collaborate within a large team and attend to competing needs and shifting priorities as needed
• Strong administrative skills including excellent maintenance of records, ease with spreadsheets, mail merges, and other systemic tracking
• Strong organizational skills, written and oral communication skills, perseverance, optimism, and the ability to think strategically and creatively toward the advancement of CalArts
• Strict attention to detail in all aspects of work and ability to support others in similar ways
• Excellent verbal and written communication skills
• Ability to manage multiple projects simultaneously and prioritize tasks
• Ability to create and present workflows and reports in various formats
• Ability to work both independently and collaboratively
• Comfortable with moving forward on tasks before all details are known
• Experience building and implementing departmental workflows and templates
• Excellent time management skills with the ability to assign and delegate tasks
• Work effectively with coworkers to promote and maintain a positive work environment while supporting strategic partnerships and collaborative relationships across the Institute
• Maintain a high level of confidentiality at all times. Will be privy to critical information from the CAO and President’s offices and will have knowledge of sensitive donor information
• Emotional intelligence to interpret and act on emotions in themselves and others
• High level of self-motivation to proactively move multiple tasks forward while documenting and sharing progress, and meeting strict deadlines
• Grit to maintain composure when things go wrong and a sense of humor to stay sane and keep a positive attitude no matter what happens
• Experience and confidence with donor database management and high-level functioning in CRM systems
• Tech savviness, and commitment to using best practices in an effort to improve and reinforce processes and procedures
• Strong computer skills: MS Word, Excel, Powerpoint; Google Drive Suite of apps and products; databases (Salesforce/Affinaquest), mail merges, Adobe Acrobat, Prezi, event registration systems (Eventbrite), and survey software (Qualtrics)

EDUCATION:

• Bachelor Degree required

EXPERIENCE:

• 5+ years of experience in donor relations, volunteer engagement, or other related field
• 5+ years of administrative support including project management
• Experience working collaboratively with colleagues, donors, and volunteers
• Professional experience or interest in higher education or the arts is preferred

Application Instructions

This position is available immediately. If you are interested, please follow the link to Interfolio below:

Executive Assistant/Associate Director, Strategic Operations - ID:112941

Salary

$72,774.00 - $82,290.00 a year

Equal Employment Opportunity Statement

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.