Institute Specialist

Institute Advancement Specialist page is loaded## Institute Advancement Specialist locations:
Claremonttime type:
Full time posted on:
Posted 2 Days Agojob requisition :
REQ-7833
** Equal Opportunity and Nondiscrimination Statement
** In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law.

The College also prohibits the harassment of any employee on any of these bases.
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* Location:

** Claremont, CA
** Job Posting

Title:

** Institute Advancement Specialist
** Job Details and Requirement:
**** BASIC FUNCTION:
** 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.
** DESCRIPTION OF

DUTIES AND RESPONSIBILITIES:

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* ESSENTIAL FUNCTIONS:

** Reporting to the Director of Advancement, Engagement Opportunities, the Institute Advancement Specialist performs the following essential duties and 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, Paper Save, 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…