Job Details

Assistant Director of Donor Relations

Position Number: 7328022
Location: Claremont, CA
Position Type: Development and Fund Raising

Assistant Director of Donor Relations
Harvey Mudd College

Full Time
REQ-8273

NOTE TO APPLICANT: Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:
Assistant Director of Donor Relations

Job Description:
Title of Job: Assistant Director of Donor Relations

POSITION SUMMARY:
Reporting to the Director of Donor Relations, the Assistant Director of Donor Relations plays a critical role in executing the College's vision for a world-class donor experience. This position is responsible for the day to day operational excellence of donor recognition, fund compliance, and personalized engagement.

The Assistant Director works in close coordination with Advancement Services, Prospect Development, Annual Giving, Major Gifts, Alumni and Parent Relations, Communications, and the Office of the President. The ideal candidate data-informed and balances high-level administrative precision with the creativity needed to make Harvey Mudd College donors feel uniquely valued.

DUTIES AND RESPONSIBILITIES:

Stewardship Operations and Donor Acknowledgment

Manage the daily stewardship operations of the Advancement Office, ensuring donors receive timely and accurate acknowledgment of their philanthropy.
Draft and coordinate personalized acknowledgment correspondence for leadership donors, trustees, honorary and memorial gifts, endowed fund donors, and other key constituents, ensuring communications reflect the donor's relationship with the College and align with institutional stewardship standards.
Partner with Advancement Services to oversee pledge reminder communications and related donor correspondence, ensuring accuracy, consistency, and donor-centered messaging.
Maintain established service standards for gift acknowledgments and stewardship communications, supporting the College's commitment to prompt and personalized donor recognition.
Coordinate stewardship-related student engagement opportunities and donor events, working collaboratively with students, faculty, and campus partners to create meaningful donor experiences.

Endowment Stewardship, Fund Administration, and Compliance

Serve as the lead for stewardship-related fund management activities, ensuring donor-funded scholarships, professorships, prizes, programs, and other restricted funds are accurately tracked and stewarded.
Monitor faculty appointments, endowed chair assignments, scholarship utilization, and program activity to identify stewardship gaps, vacancies, unspent funds, or other situations requiring donor communication or administrative follow-up.
Maintain stewardship dashboards and reporting tools that provide visibility into fund activity, stewardship obligations, and compliance-related concerns.
Partner with the Director to develop donor communications regarding faculty transitions, program changes, fund reallocations, or other stewardship-sensitive situations.
Serve as the primary FundMiner administrator, maintaining accurate fund criteria, faculty assignments, student recipient data, stewardship schedules, and reporting information.
Coordinate annual scholarship, professorship, prize, and endowed fund reporting efforts by gathering financial information, impact data, student stories, faculty updates, and other stewardship content.
Work collaboratively with Business Affairs, Financial Aid, Academic Affairs, and Advancement Services to ensure donor intent is honored and stewardship records remain accurate and complete.

Donor Recognition and Giving Society Administration

Manage the operational aspects of donor recognition programs, naming opportunities, and stewardship commitments across the College.
Maintain inventories and records related to donor recognition installations, plaques, named spaces, endowed positions, and other recognition assets, ensuring accuracy and consistency with donor agreements.
Coordinate stewardship activities and communications for giving societies, including the Legacy Society, Parent and Family Circle, and other recognition groups.
Administer specialized stewardship workflows associated with planned giving commitments, memorial gifts, honorary gifts, and legacy donor recognition.
Support the development and implementation of stewardship materials, welcome packages, membership communications, certificates, and other donor recognition collateral.
Stewardship Reporting, Content Development, and Communications Support
Partner with the Director and Advancement Communications to develop compelling stewardship materials that demonstrate the impact of philanthropy on students, faculty, research, and institutional priorities.
Coordinate the collection of stories, testimonials, photographs, financial data, and program outcomes used in donor reports and stewardship communications.
Assist in maintaining stewardship-related web content, digital recognition platforms, donor-facing materials, and other communication channels that support donor engagement.
Support the production of customized stewardship materials and impact reports for major, principal, and campaign donors.

Stewardship Analytics, Systems, and Process Improvement

Maintain stewardship data, dashboards, and tracking systems that support donor engagement, reporting obligations, compliance monitoring, and stewardship planning.
Generate stewardship metrics and operational reports for Advancement leadership, identifying trends, upcoming obligations, and areas requiring attention.
Support ongoing stewardship process improvement efforts by documenting workflows, maintaining procedures, and identifying opportunities to improve efficiency and donor experience.
Assist in monitoring stewardship commitments associated with endowed funds, naming opportunities, campaign gifts, and restricted funds to ensure timely fulfillment of donor obligations.
Serve as a key operational partner in the implementation and optimization of stewardship technologies, reporting platforms, and donor relations systems.

Administrative and Financial Support

Assist with budget tracking, reconciliation, and reporting for donor relations programs, stewardship initiatives, recognition activities, and related events.
Maintain stewardship calendars, reporting schedules, and project timelines to ensure timely completion of donor-facing deliverables.
Support special projects, campaign stewardship initiatives, donor recognition efforts, and other assignments as requested by the Director.
Represent the Office of College Advancement with professionalism and discretion while interacting with donors, trustees, faculty, students, and campus partners.

Culture of Philanthropy:

As a key campus leader and leader within OCA, support OCA's objective to cultivate and sustain a robust culture of philanthropy that reflects belief and confidence in HMC's leadership and mission. Reinforce that every gift supports people and programs across campus, inspiring shared pride and a collective commitment to the College's future. Promote a sense of hospitality, giving and generosity, ensuring that individuals understand the vital role of philanthropy in contributing to the College's success.

Campus Collaboration:

Develop and maintain collaborative relationships with key offices and partners across campus, including the President's Office, the Dean of Faculty Office, Admission, Financial Aid, Student Affairs, Financial Affairs, academic departments and centers, and Career Services, to coordinate and amplify engagement opportunities.

REQUIRED QUALIFICATIONS

Education and Experience:

Education and Experience: Bachelor's degree or equivalent experience. At least three years of experience in advancement, donor relations, or a related high-touch customer relations field.

Knowledge, Skills, and Abilities:

Attention to Detail: Extraordinary organizational skills and a "zero-mistake" mindset for donor records and correspondence.
Technical Proficiency: Competence in a variety of software programs, with a specific ability to master CRM systems and fund-management tools like FundMiner.
Communication: Strong written and verbal communication skills, with the ability to interact confidently with high-profile donors, faculty, and campus leadership.
Professionalism: High level of discretion and personal integrity when handling confidential donor information and financial data.
Flexibility: Ability to work independently and make sound decisions with minimal supervision, including the willingness to work occasional evenings and weekends for donor-facing events.

Remote Work Eligibility:

Category B:
All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category B as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Your approved remote work arrangements under Category B allow for up to one remote work days per week during the academic year and up to one remote work days during the non-academic year. Please note these days may vary depending on departmental and College needs.

Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:
Regular office hours are 8:00 a.m. to 5:00 p.m. However, days and hours may vary due to the needs of the department or the College.

Classification:
This is an exempt, full-time, regular, benefits eligible, position.

Compensation:
$70,304 - $80,000 per year.

Reports To:
This position reports to the Director of Donor Relations

Additional Information:
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the 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 I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran's status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/HMC_Careers/job/Kingston-Hall/Assistant-Director-of-Donor-Relations_REQ-8273