Program Manager, Cal Discoveries

The Cal Alumni Association (CAA) provides all Cal graduates with rewarding connections to the university, to fellow alums, and to current students. Founded by the original graduates of the University of California in 1872, the Cal Alumni Association today represents more than half a million alums living throughout the world.Our mission is to cultivate a lifelong relationship with our alma mater by connecting and inspiring alums, students, and the campus community through meaningful and inclusive opportunities. We foster a culture that celebrates diversity, creates a sense of belonging, and advances equity.Program Manager, Cal DiscoveriesBerkeley, CaliforniaCal Alumni Association is seeking a customer-centric professional to join Cal Discoveries Travel, our educational travel program serving alumni, faculty, and friends of the University of California, Berkeley.The Program Manager shares responsibility with the contractor for reservations processing, customer service, traveler communications, database integrity, and general administrative support.Additionally, the Program Manager has primary responsibility for the research, recruitment, assignment, and management of faculty lecturers who lend their subject matter expertise to our trips based on geographic region, academic interest, and personal experience. The role also provides ongoing program-level and guest-facing support, including pre-departure briefings, post-trip evaluations, event coordination, and maintenance of trip components and systems that support the delivery of Cal Discoveries programs.As capacity allows, the Program Manager supports program growth and engagement through relationship-building with alumni chapters and campus partners and initiatives that connect travelers with the broader Cal alumni community.The Program Manager position reports to the Senior Director, Cal Discoveries. KEY RESPONSIBILITIESTraveler Services & Program Operations (Shared Responsibility)When the part-time contractor is not working—the Program Manager supports the daily operational and customer service needs of the Cal Discoveries program.Answer phones, messages, and emails to provide customer service to travelers inquiring about trips.Maintain accuracy and integrity of database: data entry of reservations, brochure requests, tour components, inventory, etc.Enter and update traveler, tour, and vendor records in the reservations system.Execute passenger correspondence, including confirmations, final documents, brochure fulfillment, and promotional and other mailings.Manage past traveler coding in the campus alumni database.Verify CAA membership status.Maintain email and voicemail out of office alerts/messages.Order, organize, and distribute office and tour supplies.Faculty Lecturer & Program Enrichment Leadership (Primary Responsibility)The Program Manager plays a leading role in ensuring the academic enrichment of Cal Discoveries programs.Research, recruit, assign (with approval), onboard, and manage faculty lecturers and subject-matter experts.Maintain a database of subject matter experts in relation to region, academic interest and personal experience. Secure replacement lecturers in the event of last-minute cancellations. Lead pre-trip faculty departure briefings and serve as primary faculty liaison.General program supportLead a significant portion (appx. 33%) of guest-facing pre-departure briefings and pre-trip calls.Create, distribute, and analyze post-trip evaluations.Enter and update tours and trip components in the reservations database.Create and manage HelloSign reservation templates and manage form inventory within the paid limit.Lead planning and execution of the annual Cal Discoveries travel reception.Support Cal Discoveries and broader CAA events. Perform other duties as assigned, including cross-office coverage during staff travel.Program Growth and Engagement (as resources allow)Build and maintain relationships with alumni chapters (local and international) and campus partners, and give presentations to support program awareness and growth. Manage and oversee program elements to connect travelers with local alumni during trips.REQUIRED QUALIFICATIONS3-5 years relevant professional experience, with educational group travel strongly preferredDemonstrated ability to manage logistics, databases, and high-touch customer communicationsDemonstrated skills in negotiation, decision-making, and customer serviceProven to have strong attention to detail and organizational skillsExperience and ability to work independently with minimal supervision, and to work collaboratively and cooperatively within a team environmentProfessional presentation, demeanor, conduct, and performance with strong interpersonal skillsAbility to work with confidential and sensitive informationAbility to prioritize and perform multiple activities and projects concurrentlyAbility to learn and adapt quicklyProficiency with Microsoft Office and Google Workplace (spreadsheets, word processing, database applications)Ability to work effectively and diplomatically with diverse groupsHave a valid passport without travel restrictions; Ability to travel internationally as neededAbility to lift a suitcase, and push, pull and lift up to 50 lbs.Must submit to Consumer Report, Motor Vehicle, and FBI/DOJ fingerprint background investigationsPREFERRED QUALIFICATIONSUC Berkeley alumExperience with CRM (customer relationship management) technologiesFamiliarity with UC Berkeley and/or the Cal Alumni AssociationPay and Benefits: This position is classified as an at-will, full-time, exempt position. Pay range is $85,000-105,000 annualized. This position is eligible to participate in healthcare benefits, and a retirement plan with company match. We offer great work-life balance opportunities with generous vacation and holiday time-off benefits. CAA staff, while not University of California employees, are eligible for many UC Berkeley staff programs, professional development and networking opportunities, and discounts on campus. We have a friendly and professional environment, and we pride ourselves on our team approach. Location and Work Schedule: The position is located at Alumni House in Berkeley, CA, on the UC Berkeley campus. Work hours align with traditional business hours to provide real-time customer service and support. The role follows a hybrid schedule in line with job duties and business needs, with some days on-site and some days remote each week. Must be able and willing to work occasional evenings and weekends to support CAA and campus events. Please note that remote work must be performed in the state of California. Travel Expectations: The Program Manager must be able and willing to travel domestically and internationally to serve as a Cal Ambassador on 1-2 Cal Discoveries trips per year. While advance notice of 30 days or more is typically provided, there may be occasions requiring last-minute travel to cover for a Cal Ambassador or Lecturer who becomes unavailable. BenefitsFor Our Full-time Employees:CAA offers an excellent health care and supplemental benefits packages, 403(b), a generous paid time-off benefit, and more. We have a friendly, relaxed but professional environment, and we pride ourselves on our team approach.Health Care Benefits:CAA employees are required to contribute 10% of their total medical premium for the employee and 20% for any eligible dependents.CAA pays 100% of the premiums for Dental and Vision benefits for the employee and any eligible dependents.Paid Time Off Benefits:Vacation: 16 days/year for first 2 years of service, 18 days/year after completing 2 years of service, 21 days/year after completing 5 years of service.Sick time: 12 days/yearHolidays: 11 total per yearPaid time off between Dec 26 and Dec 31Birthday Holiday: 1 Day offProfessional Development:As affiliates to UC Berkeley, CAA employees are eligible to participate in many of the on-campus professional development workshops, seminars and professional networks available to UCB employees. Please note that this does not include undergraduate or graduate courses offered to students.CAA has a partnership with UC Berkeley Extension that offers our employees a discount on enrollment fees.Financial Benefits:403(b) retirement savings plan with a company matchSupplemental Insurance with 100% of premiums paid by CAA: Life InsuranceAD&D InsuranceLTD InsuranceOption to purchase supplemental insurance plans from AFLACCommuting and Parking:If you're a commuter, consider taking advantage our pre-tax public transit commuter benefit. You can load your Clipper Card or pay public transit fare with pre-tax dollars.Cal Bear Pass: Take advantage of UCB's partnership with AC Transit. The partnership offers a cost savings of up to 70% off the standard monthly bus pass rate! CAA employees are eligible to purchase an AC transit pass at the faculty/staff discount rate with pre-tax payroll deductions.UCB Campus Parking Permit: As affiliates to UCB, our CAA employees are eligible to purchase a campus parking permit at the faculty/staff discount rate with pre-tax payroll deductions.Access to Campus Programs and Discounts:Eligible to join the Recreational Sports Facility (RSF) at the Faculty/Staff discount rateSpecial campus eventsFree admission to the University Art MuseumDiscount tickets for Cal Performances, Pacific Film Archive, and Hertz HallAirBears: wireless internet access on campus

Salary : $85,000 - $105,000