Position Title:
Parent Giving Operations Manager
Position Type:
Regular
Salary Range:
$29.38 - $33.77 per hour; commensurate with experience.
Pay Frequency:
Hourly
A. POSITION PURPOSE
The Development Office of University Relations seeks outstanding candidates for the position of Parent Giving Operations Manager, a vital role for the Parent Giving Program and the University's overall fundraising success.
The Parent Giving Program plays a critical role in Santa Clara University's efforts to secure resources for its strategic funding priorities and deepen its relationships with parents. One of the cornerstones of the program is a Parent & Family Leadership Council, a philanthropic society of parents, grandparents, and other family members of Santa Clara students who serve as volunteers and ambassadors to the University. Through the Council, parents participate in meaningful opportunities to enrich their Santa Clara experience and promote philanthropic commitments to the University.
The Parent Giving Operations Manager provides a full-range of programmatic and administrative support to the Director of Parent Giving and a team of Parent Giving Officers. The Parent Giving Operations Manager is a contributor to Parent Giving's overall fundraising success.
The Parent Giving Operations Manager will work to ensure that the Director and Parent Giving team receive the highest level of operational and strategic support possible, takes the leadership and initiative to manage key infrastructure to the program and serves as the front-line in responding to inquiries and information. This role is also seen as a key collaborator and builds effective relationships with internal partners: Donor Relations, the Director of Advancement Communications, the Office of Student Life, the Alumni Association, and other groups within University Relations and across the University.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Program Management
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 letters, thank you letters, reports, and agendas for meetings.
Project manage and oversee Parent Giving cultivation touchpoints: Mother's and Father's Day cards, holiday cards, graduation cards and picture frames, and other stewardship and recognition gifts for parent prospects.
Prepare and update resources for frontline fundraisers: Parent Giving toolkit, parent giving calendar, training materials, and outreach templates.
In collaboration with Donor Relations and the Events and University Events and Protocol Office, project manage and execute events for parent donors: Parent and Family Leadership Council meetings, Presidential Receptions, luncheons/dinners that have a fundraising focus, and other customized parent donor events. This will also include coordinating with key departments for partnership and details, such as the Office of Student Life and the Alumni Association. Most of these events will coincide with Welcome Weekend (September) and Family Weekend (February), but there may be other key times throughout the year for other parent donor events.
Build expertise regarding the Santa Clara parent donor constituency: Coordinate and build relationships with different departments across campus to receive the most up to date information on key student and parent topics.
Assist with the annual parent file project. Coordinate the timeline with different groups across the Development Office.
Serve as a liaison and ambassador for the Parent Giving Program by responding to questions from University personnel, community members, frontline fundraisers, and donors. Build effective relationships with other Development and University departments.
2. Marketing and Communication
Partner with the Director of Advancement Communications and the Office of Student Life for parent donor communications and newsletters. Coordinate these efforts with the Alumni Association's Communication Calendar.
In collaboration with University Marketing and Communications and the Director of Advancement Communications, manage the marketing and branding for the Parent Giving program. This includes projects like the content on the University website, an annual Parent Giving report, and brochures for parent donors.
Send parent prospect communications and newsletters to the appropriate mailing lists.
3. Budget and Financial Management
Prepare and reconcile all reimbursements and payment requests according to University policies and procedures.
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.
Assist the Director in the preparation of budget and performance reports. Oversee orders of supplies and other department expenses with approval by the Director while adhering to the established budget.
Track monthly progress of dollars raised to goal for the program and prepare reports for University leadership and the Parent & Family Leadership Council.
4. Direct Fundraising Support:
In partnership with the Annual Giving team, coordinate all mass parent donor solicitations. This typically includes efforts through calendar year end appeals, Day of Giving efforts, fiscal year end solicitations, and other efforts through the new DXO program.
In partnership with the Annual Giving team and the Director of Advancement Communications, ensure all Parent Donor solicitations are marketed appropriately to the parent audience.
Assist in the development and tracking of parent prospect engagement and giving strategy with other University prospect managers.
Work collaboratively with the Director to build upon and strengthen the team's overall strategy of the Parent and Family Leadership Council.
Provide prospect meeting logistic support and set-up as needed.
Draft gift agreements and assist with their internal approval/review process; oversee logistics for signing celebrations.
Upload gift agreements for e-signatures. Once completed, update donor's file and mail the signed copy to them.
Review gifts that have come in from unassigned parent donors.
5. Parent Giving Administrative Support
Provide advanced, diversified and confidential administrative support to the Parent Giving team.
Proactively manage materials and information related to the team's schedule and provide relevant information and materials in advance of meetings. Provide calendar management when the team is coordinating with multiple campus partners.
Prepare and edit correspondence, communications, presentations and other documents for review and signature. Monitor, respond to and distribute incoming communications as appropriate.
Schedule and coordinate travel arrangements, including developing itineraries and assembling travel packets.
Create and maintain appropriate filing systems to ensure organization and quick retrieval.
Manage inventory of marketing materials; prepare presentation folders; key documents updated as appropriate and shared with frontline fundraisers.
Produce high quality documents that may include: minutes, agendas, excel reports, power point, briefings, or annual plans.
Assist with Parent Giving team retreats and office trainings as needed.
May provide occasional UR front desk support.
Other duties as assigned.
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 the University's top 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, as the Parent Giving Operations Manager's responsibilities may vary over time as the Parent Giving Program further develops.
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 Parent Donor events.
4. Education
Bachelor's degree preferred.
5. Years of Experience
Minimum of five years professional 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.
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. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix . 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 .
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