Office and Event Manager

Position Title:

Office and Event Manager

Position Type:

Fixed Term (Fixed Term)

Hiring Range:

$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity

Pay Frequency:

Hourly

A. POSITION PURPOSE

The Office and Event Manager will handle both administrative tasks and event planning, coordinating logistics, budgets, and timelines for various speakers, learning opportunities and events hosted by the Center for Community and Professional Learning, while also managing day-to-day office operations. The Office and Event Manager will work closely with the Education and Counseling Psychology Department faculty to plan and execute events and workshops benefiting the university as well as the community, and those seeking professional development opportunities.

 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Program Operations 

• Direct the day-to-day efforts of the Center for Professional Development, including student workers as available
• Ensure operational needs of the program are met, including contract management, MOU’s, and CEU’s or PD credits as relevant.
• Work with Associate Director of Marketing to keep CPD website updated.
• Plan marketing and communications regarding speakers and other professional learning opportunities for students, faculty, staff and external partners.
• Develop written operating procedures for each of the primary processes to help ensure sustainability of the program, including Continuing Education Units and Professional Development hours
• Main point of contact for inquiries, billing and logistics for CPD
• Keeps records and materials necessary for American Psychological Association certification of CEU’s and prepares both annual reports and periodic full-reviews.
  

2. Event Support

• Work with the Education and Counseling Psychology Departments to identify workshops and programs
• Work with Associate Director of Marketing to create marketing materials for events
• Assist with identification of guest speakers for community and professional learning events
• Responsible for all logistical support for strategic events. This may include, but is not limited to, reserving facilities, ordering food, collecting and controlling registrations, collaborating with relevant teams to keep effective records of CEU’s and Professional Development credits awarded, communicating event details, adhering to budgets and schedules, and preparing final event reports.
• Oversee event setup, execution, and breakdown. 
• Maintains a standard of excellence for all CPD events.
• Identify media requirements for events and arrange through the Academic Technology Office
• Prepare invitations, registration processes, and attendee check-in procedure as well as record-keeping related to CEU’s and PD hours.

3. Financial

• Develop and manage event budgets, timelines, and contingency plans. 
• Manage event finances, including budgets, invoicing, and reporting. 
• Facilitate the processing of honorarium payments for guest speakers and workshop participants
• Manage incoming payments from participants
• Process and manage donations from internal and external constituencies and track and report on spending
  

4. Other Duties as assigned

C. PROVIDES WORK DIRECTION

• Works closely with faculty and other presenters.  
• Provides work direction to student workers as available
  

D. RECEIVES WORK DIRECTION FROM

• Reports to Senior Assistant Dean of Finance and Administration.  Works closely with Dean and associated faculty including Associate Dean(s), and Department Chairs.
  

E. GENERAL GUIDELINES

• Prepare progress reports; informs supervisor of project status; and deviation from goals. Ensure completeness, accuracy and timeliness of all operational functions. Prepare and submits reports as requested and required.
• May need to work occasional evenings or weekends

F. 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 (Preferred)

• Appreciation for and understanding of the principles of Jesuit Education
• Familiarity with Continuing Education/Continuing Education Units and other forms of Professional Development
• Familiarity with basics of budgeting and financial reporting
• Demonstrated familiarity with computer platforms and software (Microsoft Word, Excel, and PowerPoint)

2. Skills 

• Excellent written and oral communication skills.
• Excellent project management and prioritization skills required to organize and manage several events over different timelines simultaneously.
• Excellent attention to detail
• Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
• Knowledge of or ability to learn systems required for necessary record-keeping, communications, and more, including, but not limited to Workday, BBIS, Slate, and Canva.
• Budget management and core financial skills to manage a budget and different funding streams.
  

3. Abilities 

• Demonstrated success in supporting the planning of multi-faceted, ever changing, complex events.
• Ability to work both independently and as part of a team.
• Excellent interpersonal, communication, written, time management, and customer service skills.
• Initiative, attention to detail, and organizational skills to juggle multiple tasks in a fast-paced environment.
• Professional demeanor and ability to work with a diverse constituency
• Ability to manage complex processes and procedures with attention to detail and accuracy.
• Ability to exercise sound and appropriate judgment in a challenging work environment.
• Demonstrated ability to cultivate collaborative relationships with internal and external constituencies.
• Able to handle difficult situations with a professional demeanor and communicate effectively to multiple audiences and diverse group
• Demonstrated ability to work effectively with a wide range of internal and external constituents, preferably within an educational setting: deans, university administration, faculty, staff, students and volunteers.     
• Able to meet deadlines, work autonomously and handle competing demands

4. Education

• Bachelor’s Degree preferred

5. Experience

• 3 years of experience required
• Previous events planning experience in a higher education environment is a plus
• Experience with Excel, Word
• Workday experience a plus

• Experience working with a wide range of constituents including university personnel, K-12 school personnel, potential funders and working professionals 

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.
• Offices with equipment noise.
• Offices with frequent interruptions.
• May work nights and or weekends.

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 employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

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 visit 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

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].