Parent Giving And Academic Partnerships Operations Manager

Position Title:

Parent Giving and Academic Partnerships Operations Manager

Position Type:

Regular

Hiring Range:

$29.38 - $33.77 per hour; commensurate with experience.

Pay Frequency:

Hourly

OVERVIEW

Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 8,600 students' rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees. Ranked among the top 15 percent of universities nationwide by U.S. News and World Report, Santa Clara University is California's oldest operating institution of higher education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

University Relations builds Santa Clara University's excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy. The development division has been recognized with the CASE Educational Fundraising Award, an honor given each year to superior fundraising programs at educational institutions across the country.

This position is eligible for a flexible work schedule: hybrid - work from office and

home.

A. POSITION PURPOSE

Reporting to the Director of Parent Giving with a dotted line to the Executive Director of Academic Partnerships, the Parent Giving and Academic Partnerships Operations Manager position requires a thoughtful, highly organized, and proactive professional with a proven track record ensuring sound administrative support and project management skills.

The position supports both the Parent Giving team and the Executive Director of Academic Partnerships in their efforts to generate financial support for the University. The Operations Manager will provide critical assistance to both teams on technical, logistical, and program development activities.

The Operations Manager must demonstrate strong oral and written communication skills and must be able to perform effectively under multiple and competing deadlines. The candidate must be able to work as part of a diverse team and build collaborative working relationships with members of the campus community.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1.Support for Director, Parent Giving and Executive Director, Academic Partnerships

• Manage and coordinate administrative functions, including team meetings, events, logistics, and calendar management.

• Proactively manage materials and information related to the teams' schedules and provide relevant information and materials in advance of meetings.

• Assist with team retreats and office training as needed.

• Produce high-quality documents that may include: minutes, agendas, excel reports, power points, briefings, or annual plans.

• Create and maintain appropriate filing systems to ensure organization and quick retrieval.

• Capture and record updates and activities in the CLARA donor database, including contact reports and other communications.

• Provide gift agreement support including drafting agreements, assisting with the internal approval/review process, distribution, and database input.

• Perform other responsibilities and special projects, including support of targeted events or program support, as needed or assigned.
  2.Overall responsibility

• As part of the budgeting process, submit and reconcile expenses in Workday for all team members on both the Parent Giving and the Academic Partnerships teams, according to University policies and procedures.

• Generate and share with the Director and Executive Director monthly budget figures for their respective areas.

• Prepare budget projections for a new fiscal year, track spending throughout the year, and analyze the projections and actual expenses.

• Submit financial transaction adjustment requests (FTARs) as necessary.

• Demonstrate commitment to SCU's diversity, equity, and inclusion goals and priorities.

• Other duties as assigned.
  3.Programmatic Parent Giving Support

• Collaborate with Donor Relations and the University Event Planning Office to project manage and execute events, particularly around, but not limited to, Welcome Weekend (September) and Family Weekend (February).

• Organize, maintain, and prepare detailed records for the Parent and Family Leadership Council. This includes projects like records of membership, tracking sheets, giving information, biographical details, meeting minutes, welcome and thank you letters, reports, and agendas for the meetings.

• Coordinate a variety of communications for rated parent prospects, including but not limited to newsletters, stewardship, and all mass parent donor solicitations.

• Assist with the annual parent file project. Coordinate the timeline with different groups across the Development Office.

The diversity of workload requires leadership, flexibility, confidence, efficiency, attention to detail, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position also requires tact, diplomacy, a positive attitude, and a high level of confidentiality in dealing with members of the University community and donors.

C. PROVIDES WORK DIRECTION

• N/A

D. GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

• Maintains contact with external constituents and solicits feedback for improved University Relations.

• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

• Researches and develops resources that create timely and efficient workflow.

• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

• Prepares and submits reports as requested and required.

• Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1.Knowledge

• Preference for knowledge of Blackbaud CRM (fundraising database).

• Knowledge of development programs and fundraising best practices.

• Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.
  2.Skills

• Must be comfortable with and adaptable in a rapidly changing environment.

• Must be a strongly goal-oriented and self-motivated individual who can demonstrate accountability, initiative, creativity and focus in an intellectually stimulating environment.

• Demonstrated interpersonal skills and the ability to collaborate, build alliances, and achieve results within a population that may possess competing interests, opinions and/or expectations.

• Positive attitude and sense of humor.

• Must be detail oriented with excellent organizational skills.

• Exceptional written and oral communication skills.

• Excellent computer skills; proficiency in using advanced functions of Microsoft Word, Excel spreadsheets and web resources. Ability to use databases and conduct research.

• Proficiency in using fundraising databases (or similar).
  3.Abilities

• Ability to motivate, build long-term relationships with and gain the respect of internal and external colleagues and donors.

• Demonstrated sound judgment in situations requiring independent decision-making and in handling confidential and sensitive material.

• Demonstrated organizational ability to manage time and work load to multitask and achieve goals in a deadline driven environment while managing a strong attention to detail.

• Demonstrate a genuine appetite to contribute to a collaborative, ethical, and professional team environment.

• Ability to occasionally work at odd hours and on weekends for events.
  4.Education

• Bachelor's degree preferred.
  5.Years of Experience

• Minimum of five years professional administrative experience, working for a non-profit organization, higher education institution, office environment, or related field.

• Experience in working directly with volunteers and donors is preferred.

• Experience coordinating events for volunteers/donors is desirable.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer and phone.

• Required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in-state or out-of-state locations.

• May be required to occasionally travel to outside customers, vendors or suppliers.

• May at times require physical labor.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.