Philanthropy Services Operations Manager

Position Title:

Position Type:

Hiring Range:

$33.77 37.31 per hour; commensurate with experience.

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OVERVIEW

University Relations builds Santa Clara Universitys excellence and character by strengthening relations with alumni parents and friends of the University raising public awareness and increasing private philanthropy. The development division has been recognized with the CASE Educational Fundraising Award an honor given each year to superior fundraising programs at educational institutions across the country.

POSITION PURPOSE

The Philanthropy Serviceswithin University Relations seeks an outstanding candidate for the position of Philanthropy Services Operations Manager. This position reports to the Assistant Vice President Philanthropy Services and ensures the smooth overall functioning of the Philanthropy Services department with special emphasis on supporting the Gifts and Records team. Providing the highest level of operational and strategic support to the department will enhance its staff members ability to most effectively support the fundraising efforts of the University.

The multifaceted nature of the position requires flexibility efficiency attention to detail thoroughness and the ability to prioritize tasks and meet deadlines for a wide variety of assignments including projects lasting several or more months. It also requires tact diplomacy and confidentiality in dealing with donor and gift data.

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

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Philanthropy Services Operations

• Work closely with the AVP to manage and coordinate administrative functions including events meetings calendars and travel.

• As part of the budgeting process submit and reconcile expenses for the AVP in Workday according to University policies and procedures.

• Generate and share with the AVP monthly budget figures for the Philanthropy Services department using Workday.

• 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.

• Manage job candidate searches and hiring flow including administration of candidates in Workday software leading communications with candidates and search committees and ensuring overall timeliness of the process.

• Assist in the drafting and editing of agendas briefings slide decks and reports.

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

• Handle confidential and sensitive information.

• Assist the AVP with special strategic projects and coordinate special projects as assigned including but not limited to establishing and maintaining a comprehensive Philanthropy Services guide to live on a share drive in a master folder and determining and carrying out the consolidation of multiple share drives.

• Provide proactive and diversified management of the daytoday operations of the Philanthropy Services team ensuring efficiency and effectiveness and optimizing the use of available resources.

• Organize staff meetings retreats and outings assist with planning content oversee the logistics secure speakers materials preparation and followup.

• Assist with onboarding of new employees.

• Lead team building and employee recognition activities.

• Organize shared print and digital resources on appropriate drive. Lead internal communications to assess and announce available team resources.

• Submit vendor contracts and invoices for review and approval in coordination with General Counsel and Finance Office. Ensure timely payment of invoices.

• Evaluate the effectiveness of Philanthropy Services team operations and recommend changes for enhancement.

• Research potential new vendors and services.

• Interact responsively intelligently and cordially with all members of University Relations and anyone else the department works with.

• Is a consistent presence in and a friendly face of the Philanthropy Services department.

• Receives guidance in University Relations duties and priorities from the Senior Operations Manager for Development.

• Coordinators with other Operations Managers in Development to achieve crossdepartmental cohesion continuity and camaraderie.

• Performs related work as needed or assigned by the AVP.

2. Gifts and Records Support

• Is fully trained to support the Gifts and Records team with gift processing event registration and demographic updates as needed.

• Coordinates with the AVP with guidance from the Sr. Director Gifts & Data Services and Associate Director Gifts & Records to provide appropriate support with daily and weekly tasks.

• Support creation of records for incoming SCU students and parents during the summer.

• Provide target support during extremely busy times of the year for gift processing such as during calendar year end appeals and Day of Giving appeals.

GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.

• Maintains contact with customers (internal and external) 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

• Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.

• Strong working knowledge and understanding of fundraising and donor relations concepts principles procedures and techniques preferred.

• Knowledge of higher education fundraising standards and practices preferred.

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

2. Skills

• Proactive and wellorganized individual who can demonstrate accountability initiative creativity and focus in a rapidly changing environment.

• Exceptional verbal and written communications skills.

• Expert planning coordination and organizational ability including managing numerous projects simultaneously.

• Proficiency in using a relational database. Experience with Blackbaud products preferred.

• Excellent computer skills; proficiency in using advanced functions of Microsoft products (i.e. Word documents Excel spreadsheets and PowerPoint slides) as well as Google products (i.e. Google Docs Sheets Gmail Calendar etc. and other web/cloudbased resources. Willingness to learn new software as needed.

3. Abilities

• Strong interpersonal skills and the ability to collaborate build alliances and achieve results within a population that may possess competing interests opinions and /or expectations.
• Ability to motivate build longterm relationships with and gain the respect of internal and external colleagues and donors.
• Demonstrated sound judgment made in situations requiring independent decisionmaking and in handling confidential and sensitive material.
• Demonstrated ability to manage time and workload to multitask and achieve goals in a deadlinedriven environment while maintaining a strong attention to detail.
• Genuine appetite to contribute to a collaborative and professional team environment with a positive attitude sense of humor and flexibility.

4. Education and/or Experience

• Bachelors Degree required.

• Minimum of five years of professional experience working for a nonprofit organization higher education institution or related field preferred.

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 at times require some physical labor.

WORK ENVIRONMENT

• Typical office environment mostly indoors

• Office environment with normal equipment noise

• Office environment with frequent interruptions

• Ability to work in a hybrid model and to work with team members who may also be working in a hybrid or at times remote model.

EEO Statement

Santa Clara University is an equal opportunity employer. For a complete copy of Santa Clara Universitys equal opportunity and nondiscrimination policies see 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 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. 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 andand request to speak to Indu Ahluwalia by phone ator by email at

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.