Institute Advancement Specialist

Claremont McKenna College•Claremont, CA

8d•$27 - $29

About The Position

The Institute Advancement Specialist supports the Advancement Office in carrying out institute-related engagement and development activities for the College’s 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.

Requirements

High school diploma, GED, or any combination of education, training or experience that provides the required knowledge, skills and abilities.
Two to three years of increasing responsibility in an advancement office or related experience.
A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.
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.

Nice To Haves

Bachelor’s degree is preferred.
Experience working in higher education or in an office with public awareness programs is preferred.

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 Raiser’s Edge, including board terms, meeting notes, actions, and other key data points.
Demonstrate proficiency in constituent data systems - including Raiser’s 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.
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.