Program Manager and Liaison to University Relations

Santa Clara University • Santa Clara, CA

1d • $34 - $41

About The Position

The Program Manager and University Relations liaison for the College of Arts and Sciences Dean's Office will have two main areas of responsibility. The first is to manage and staff several high-profile, donor-funded programs/events sponsored by the Dean’s office as a member of a Dean’s Office Events’ team. Occasional evening and weekend hours may be required. The second area is to coordinate and communicate with various parts of the University Relations division, including the Alumni Office and Development Office staff who are assigned to support the College’s fundraising and friend-raising efforts. This position will collaborate with College faculty and staff to resolve operational issues regarding fundraising and donations; will be responsible to draft annual reports to funders and donors, and ensure annual written reports from other College faculty and staff are collected and submitted by established deadlines. The successful candidate will also collaborate with College and Dean’s Office staff and faculty (including department chairs, the Director of Marketing and Communications, the Faculty and Operations Manager, the events team and the Assistant and Associate Deans) to maximize the impact of the College’s events, programming, communications, and outreach efforts. These duties may require communication with various offices on campus, including the President’s office, the other schools, and Bon Appetit and may require evening or weekend duties, on occasion.

Requirements

• Education: Required: Minimum of Bachelor's Degree and 0-3 years of administrative experience.
• Strong and compelling writing and editing skills
• Knowledge of event planning practices
• Ability to manage logistics and planning for large-scale events for external and internal audiences
• Strong time management, organizational, and multitasking abilities.
• Ability to manage budgets and think creatively to maximize results from limited budgets
• Effective interpersonal and communication skills for collaboration, which is necessary for the success of the events
• Proficiency in Google Suite, Microsoft Office software and Willingness to learn Workday and CLARA systems
• Ability to handle confidential information according to state and federal laws.
• Ability to collaborate within a diverse team of faculty, staff, and students to ensure success of projects.
• Flexibility and creativity in problem-solving.
• Ability to foster a positive and inclusive work environment.
• Ability to draft reports, edit the reports of other SCU staff/faculty.
• Will need to think strategically about how the programs and events can be leveraged to increase the number of donors, or to increase existing donor engagement.
• Availability to attend evening and weekend events

Nice To Haves

• Higher education experience is preferred.
• Understanding of Jesuit education and Santa Clara University’s mission (preferred).

Responsibilities

• Program and event management/coordination (40%). As a part of the Dean’s Office Events Team, this position will be the lead on some events, with support from the team, and will support other events where other members of the team are the lead.
• Manage, plan and execute high profile special events designed to build relationships with alumni, donors, experts, and potential supporters and donors, including the DeNardo Lecture, Sinatra Visiting Artist events, Grand Reunion, Vari Italian Studies events, and other events, as assigned, with support of the Dean’s office Events Team.
• As a member of the Dean’s Office Events team, collaborate and staff, as needed, on student-facing and Dean’s office events, such as Welcome Weekend, Open House, Family Weekend, Preview Day, Convocation, and any guest speaker or artist invited by the College.
• As assigned by the Senior Assistant Dean/Chief of Staff, direct and manage new programs or events in support of the College’s Strategic Plan.
• Monitor and work within programming and event budgets.
• Plan multi-year budgets and make recommendations to the Senior Assistant Dean/Chief of Staff for adjustments each April.
• Convocation: Maintain a database on faculty Convocation and university award winners and provide to Senior Assistant Dean/Chief of Staff as part of College Convocation award process; Draft talking points about award winners for the Dean to deliver at Convocation
• Student Ambassador Program: To support the Dean’s office Events team, coordinate with the Assistant Dean of the Student Engagement Team and the Faculty and Operational Manager to recruit, train, supervise and deploy AS ambassadors or other student event staff for all College/university events, as needed. Expand training to ambassadors to all departments in the College, as requested.
• Manage DeNardo lecture event: Coordinate with DeNardo Faculty Committee to identify and secure speaker, Plan and run DeNardo lecture events and dinner, including working with Senior Assistant Dean/Chief of Staff to secure contracts. Arrange faculty members to develop guest’s classroom visits. Coordinate with and provide content to Marcom and CAS marketing team for publicity Ensure donor is kept apprised of all DeNardo activities
• Manage DeNardo fellowship program Coordinate with SPUR applications to provide student applications to the DeNardo faculty committee. Draft award letter for Dean to send to student fellows Ensure stipends are processed by Faculty and Operations Manager Coordinate with and provide content to Marcom and CAS marketing team for publicity. Ensure the donor is kept apprised of all DeNardo activities.
• Manage Sinatra Visiting Artist events, scholars, professors. Coordinate with Sinatra faculty chair for all programming and events, including managing the budget and contracts. Coordinate with and provide content to Marcom and CAS marketing team for publicity. Coordinate with Financial Aid and arts departments for Sinatra scholars’ program. Support evolution of Sinatra endowed activities.
• Provide support for CAH and Vari Italian Studies events, as needed.
• Liaison to University Relations (Alumni Office and Development) (50%)
• As the College’s primary liaison to Alumni Relations office in University Relations (UR), this position will: Serve as liaison and work closely with the Alumni Office to ensure appropriate audiences are represented in college outreach and communications. In collaboration with the Dean’s office events’ team, manage and staff the College’s Grand Reunion events and programs.
• As the College’s primary liaison to liaison to the Development office in UR, this position will coordinate day-to-day operational activities related to Development/fundraising efforts within the College, including, but not limited to:
• Hold regular meetings with the Senior Assistant Dean/Chief of Staff and provide periodic written reports on past, current, and planned activities/donations that can be shared with the Dean and senior leadership in the College, as needed.
• Ensure key updates, progress and strategic insights are communicated between the College and UR.
• Gift tracking: Use CLARA to pull quarterly gift reports for the Dean and Senior Assistant Dean/Chief of Staff and distribute those reports to each department.
• Gift tracking: Keep Master Tracker Google sheet up to date for Dean and Senior Assistant Dean/Chief of Staff by ensuring all College donations are noted in the sheet in a timely way.
• Donor Reports: Draft annual report for endowments managed by the dean’s office in a timely way.
• Donor Reports: Manage the collection across the College of all required gift reports as requested by Development’s various offices in a timely way.
• Work with Dean, Associate and Assistant deans to identify faculty/staff area experts as requested by UR.
• Gift Operations: Work with Development to establish new funds, as needed,
• Gift Operations: Ensure Dean and Senior Assistant Dean/Chief of Staff review all gift agreements before they are signed.
• Gift Operations: Coordinate with University Relations on updates or corrections to older gift documents, as needed.
• Coordinate with the Dean, the Director of Marketing and Communications and the Development Office to coordinate the College’s Day of Giving activities.
• Research and Draft Proposals: Collaborate with University Relations partners (Corporate and Foundations) to conduct research into foundations that may support the initiatives of the College as expressed in its Strategic Plan, or identified by the Dean. In collaboration with Dean’s office leadership, develop compelling case statements for College support through the creation of proposals and letters of inquiry.
• Collaborate with the Director of Marketing and Communications and others to support College efforts to build and maintain relationships with alumni and external constituents via the following (10%).
• Draft timely internal and external donor correspondence such as thank you letters, email correspondence, proposals, and contact reports for the Dean.
• Contribute to development of the direct and electronic mail fundraising campaigns for the College of Arts and Sciences.
• Review donor reports for possible stories and communicate said stories to College’s Director of Marketing and Communications
• Other duties as assigned.

Benefits

• Generous benefits package available to successful candidate.
• See scu.edu/hr/benefits.
• Santa Clara University offers a comprehensive benefits package for benefit eligible employees with programs and resources designed to promote and sustain personal health care, well-being, and the financial objectives of our employees and families.
• Visit our benefits page for more information.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager