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Institutional Giving and Principal Giving Operations Manager

Santa Clara University

Institutional Giving and Principal Giving Operations Manager

Position Title:

Position Type:

Regular

Hiring Range:

Pay Range: $29.38- $33.77 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

POSITION PURPOSE

Reporting to the Assistant Vice President for Principal Gifts & Institutional Giving, the Principal Gifts/Institutional Giving Operations Manager requires a thoughtful, highly organized, and proactive professional with a proven track record ensuring sound executive administrative support and project management skills. The position supports both the Principal Gifts team and the Institutional Giving team in their comprehensive efforts to generate campaign and general financial support for the University. The PG/Institutional Giving Operations Manager will work independently overseeing key elements of the technical, logistical, programmatic and high-level communications to internal and external constituencies in support of individual and institutional giving. The PG/Institutional Giving Operations Manager must possess strong critical writing, analytical and communication skills and must be able to perform effectively under multiple and competing deadlines. Candidates must demonstrate skills in working as part of a diverse team, skills in establishing and maintaining cooperative working relations with department members and the campus community.

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

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative support including scheduling and preparation of general correspondence, proposals, briefings, and other targeted correspondence including high level contact reports in CLARA (SCU's CRM database).

• Responsible for complex calendar management including scheduling and logistics, donor and staff meetings, visits and internal events; and with other executive-level administrative staff.

• Accountable for creating, editing correspondences, and donor briefings.

• Develop presentations and collateral supporting fundraising and donor relations activities

• Review and track gift funds, and reporting on use of gifts, as assigned.

• Coordinate and oversee travel arrangements, including developing itineraries and assembling travel packets for Institutional Giving team members and AVP of Institutional Giving & Principal Giving.

• Generate necessary reports for pipeline meetings and analyze these reports with divisional leadership to address any moves-management gaps, missed revenue recordings/opportunity linking, etc.

• Provide gift agreement processing support including obtaining approvals, e-signatures, invoicing, distribution and database input.

• Work with Institutional Research (IR), Directors of External Relations (DER), Office of Assessment, and faculty members to generate analytics needed by PG/Institutional Giving and academic leads to demonstrate continues progress of funded programs and initiatives.

• Oversee onboarding of new divisional hires (including student interns)

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

• Serves as liaison and first line of communication between Principal Gifts and Institutional Giving and all University departments.

• Support and advance a collaborative, positive, and optimistic work environment.

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

• Perform other responsibilities and special projects, including support of targeted events, as needed or assigned

• Provide budget and financial management not limited to managing expense reports, reimbursements and payment requests in a timely matter.

• Collect materials for and maintain department collateral files

• Support UR division with scheduled front desk duty.

• Other duties as assigned.

PROVIDES WORK DIRECTION

• This position may provide work direction for student workers.

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.

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.

1. Knowledge

• Knowledgeable in fundraising database management (Blackbaud CRM systems, a plus).

• Demonstrated knowledge of communication media: virtual and print.

• Proficient in using technology to enhance communications as well as operational efficiencies in the office.

• Understanding of budget management tools and practices.

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

2. Skills

• Strong organizational and time-management skills to work simultaneously on multiple deadline-driven projects and deliver high quality results.

• Proficient in industry standard technology platforms, including Microsoft Office, CRM Solutions (Blackbaud), Google Enterprise, LinkedIn, etc.

• Excellent interpersonal skills, positive attitude, and commitment to work-life balance.

• Proficient in using project management platforms (Ex. Slack, Trello, etc.)

• Proficient in using Microsoft Office (Excel, Word, PowerPoint, etc.)

3. Abilities

• Demonstrated ability to take initiative, work independently, think critically and identify innovative solutions.

• Commitment to the highest standards of ethics and diversity, equity and inclusion.

• Ability to work effectively with a variety of audiences: internal and external.

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

• Ability to use Adobe Create Suite (Photoshop, Illustrator, InDesign, etc.)

4. Education/Experience

• Bachelor's degree required.

• Minimum of three to five years professional experience in an administrative function or related project management field, preferably in a non-profit organization or higher education institution required.

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 Disabilities Act, as amended, the California Fair Employment and Housing Act, and other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, 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 campus.

• May be required to occasionally travel to outside customers, vendors or suppliers. Must have a valid driver's license.

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

• May be required to take class/test to operate a golf cart.

• May at times require physical labor.

WORK ENVIRONMENT

• Typical office environment supporting hybrid work model

• Mostly indoor office environment

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/

COVID-19 Statement

The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.

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.

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 http://www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found athttp://www.scu.edu/title-ixhttps://www.scu.edu/oae/, (408) 554-4109, mailto: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 https://www.scu.edu/campus-safety/clery-act-compliance/ . 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 https://www.scu.edu/phonebook/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 mailto:iahluwalia@scu.edu.

To view the full job posting and apply for this position, go to https://apptrkr.com/5803117

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