Position Title:
University Event Planning, Operations Manager
Position Type:
Regular
Salary Range:
$61,100 - $70,250, commensurate with experience
Pay Frequency:
Hourly
Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees.
Ranked #1 among all master's universities in the West 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, which supports the University's growth and reputation. University Relations, comprised of the Development Office, Alumni Association, and University Event Planning, build 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, which supports the University's growth and reputation.
The Event Planning office (EPO) is designated and recognized as the liaison between university departments producing events and the organizations necessary to support them. An active advocate for university event success, EPO promotes shared accountability through timely and thoughtful event practices and policies across campus. EPO establishes and promotes definitive standards to ensure that all events hosted by campus departments exhibit a level of quality appropriately showcasing Santa Clara University's excellence.
A. POSITION PURPOSE
The Operations Manager provides a full-range of programmatic and administrative support to the Assistant Vice President, University Event Planning (AVP) and the University Event Planning Team tasked with the design, production and management of numerous events that extend the presidential standard of hospitality throughout the university. These events advance the University's mission and the Event Planning Office's (EPO) strategic plan for elevating the position of the University in the community.
The Operations Manager will work to ensure that the AVP and Event Planning team receive the highest level of operational and strategic support possible. The Operations Manager will serve as the front-line in responding to inquiries and information, be the point person for processing and managing budget manners.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Program Management
First line of communication for events, will respond to event inquiries and direct responses as needed.
Manage day-to-day office operations.
Provide support for EPO team.
Educate, problem solve and consult with clients in all aspects to produce successful events.
Support the office in handling complex, sensitive and confidential information.
Coordinate event logistics, including but not limited to, determining event locations, menus, and tone.
Develop communication procedures to ensure internal and external constituents are notified of event timeline deadlines and practices.
Organize and maintain detailed documents for various university wide events. This includes digital and hard files with a special attention to legal contracts and invoices.
Liaison between EPO, University Finance Office, campus community and outside contractors/vendors.
Work with the AVP to ensure priority of projects and timelines.
Manage relationships with vendors and contractors and maintain timely payment.
Monitor department budget, reconcile expenditures, create reports and process all expenditures.
Assist with event support as needed.
2. Office Management
Manage all incoming mail. Provide initial sorting of mail and other office correspondence for AVP and UEPO Team to review.
Manage confidential records and establish general filing and retrieval systems for all files.
Conduct audits for file and data clean up, and provide analysis for the three University Boards managed by EPO by working with University Relations staff in updating CRM family trees.
Respond efficiently and promptly to event RSVPs, emails, inquiries and back end responses after each issue; track responses for follow-up; work with the AVP to ensure that assignments from leads or requests are responded to promptly.
Provide research on alumni and donors using various available databases.
Responsible for executing contracts, standardizing liability insurance policies, and counseling clients in policies and procedures of the University.
Maintain familiarity with risk management and liability issues as they pertain to the execution of events.
Foster a culture of service excellence and motivate staff to excel in delivery of quality of services.
3. Budget and Financial Management
Manage department day to day budget matters.
Provide support in the development and monitoring of the EPO, Golden Circle, Board of Fellows and Commencement budget.
Oversee approval of expenditures and timely processing of invoices.
Prepare the payment updates and budget reports as needed.
Responsible for administrative support for non-university vendor contracts.
Monthly budget review for accuracy and timely payments.
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 AVP in the preparation of budget and expense reports.
Manage chargebacks and expense coordination with various campus partners.
Using Workday create a Purchase Order number for the received contract and follow up to assure all invoices include this number.
Submit all invoices for timely payments.
Oversee orders of supplies and other department expenses with approval by AVP while adhering to the established budget.
4. University Event Planning Administrative Support
Provide advanced, diversified and confidential administrative support to the team.
Schedule and coordinate meetings, events, appointments, conference calls, and webinars with external and internal constituencies.
Provide assistance to campus users seeking event space using the Ad Astra scheduling system.
Field both internal and external calls for inquiries pertaining to on-campus space rental/use.
Proactively manage materials and information related to the events and provide relevant information and materials in advance of meetings.
Provide complex calendar management including scheduling and logistics, independently prioritize calendar activity requests and effectively and respectfully coordinate with a range of individuals.
Prepare and edit correspondence, communications, presentations and other documents for review and signature.
Manage 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.
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 and a high level of confidentiality in dealing with members of the University community and the University's top donors.
C. PROVIDES WORK DIRECTION
Project manage EPO student workers
D. GENERAL GUIDELINES
Recommends initiatives and implements changes to improve quality and services.
Maintains contact with customers and solicits feedback for improved services.
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.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit.
E. QUALIFICATIONS
1. Knowledge
Knowledgeable in Workday Finance, CLARA (fundraising database) and Ad Astra (scheduling software).
Working knowledge and understanding of event planning and donor relations concepts, principles, procedures and techniques.
Experience using technology to enhance communications as well as operational efficiencies in the office.
Knowledge of budget management 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 a goal-oriented and exceedingly well-organized individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.
Exceptional verbal, writing, and research skills, with a high degree of accuracy, preferably demonstrated in an academic setting or development office.
Expert planning, coordination and organizational ability, including skill to manage numerous projects simultaneously.
Excellent computer skills; proficiency in using advanced functions of Workday, Microsoft Office Suite, Gmail, database management software, scheduling software (Ad Astra) and donor/alumni database management (CRM).
3. Abilities
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation and excellent interpersonal skills
Demonstrated sound judgment in situations requiring independent decision-making and in handling highly confidential and sensitive material.
Demonstrated ability to manage time and workload to multitask and achieve goals in a deadline-driven environment while maintaining strong attention to detail and customer service.
Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.
Demonstrate excellent oral and written communication skills
Team oriented individual with willingness to take initiative and get things done
Strength of character, honesty, and integrity
Ability to work flexible hours when needed (some evenings/weekends).
F. EDUCATION
Bachelor's degree required.
G. YEARS OF EXPERIENCE
Minimum 5 years of direct administrative support experience, preferably at a higher education institution.
Direct professional experience in project management, event planning and budgets or related fields are highly preferred.
H. 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 terminal.
May be required to travel to other buildings on the campus.
May be required to occasionally travel to outside customers, vendors or suppliers.
Will need to help set up and work events as deemed necessary.
I. 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 an indoor office environment.
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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