Administrative Manager jobs in Santa Cruz, CA

Special requirements - For full consideration, applicants must provide a diversity statement describing their experience in working to advance Diversity, Equity, and Inclusion.

Telecommuting - The selected candidate will be required to work a hybrid work schedule, with at least 3 days per week on campus.

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INITIAL REVIEW DATE (IRD)

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The IRD for this job is: 03-06-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.

We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the University's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic. We value collaboration and our staff is resourceful, enthusiastic, and hard-working.

The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each others' goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.

JOB SUMMARY

Reporting to the Associate Vice Chancellor (AVC) of Development, the Development Administrative Manager supports a critical leadership position for the Development team within University Relations. The position involves providing executive support to the Associate Vice Chancellor in areas ranging from administrative, stakeholder communications, data analysis and reporting, and support for special projects. We seek someone who can wear many hats, is comfortable engaging with a wide variety of internal and external stakeholders, who enjoys supporting the effectiveness of a mission-driven team and who can operate at a high level within a University campus. Specific responsibilities include: Ensures administrative processes and office operations run smoothly; produces agendas, reports and briefing documents in preparation for meetings; communicates directly with donors, and campus leaders; provides all manners of administrative support to the AVC; works independently to draft and proofread correspondence; provides administrative support for a variety of projects and special task forces; and maintains precise records and accurate files and gift reporting. A commitment to diversity, equity, and inclusion is essential. If you are an energetic and entrepreneurial team player with a love for UC Santa Cruz, we encourage you to apply.

APPOINTMENT INFORMATION

Budgeted Salary: $73,300 - $84,000/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus. The selected candidate will be required to work a hybrid work schedule, with at least 3 days per week on campus.

Union Representation: Non-Represented

Job Code Classification: 007384 (EXEC AST 3)

Travel: Never or Rarely

JOB DUTIES

40% - Administration/Operations and Executive Support

• Utilizing broad knowledge and understanding of the University Relations Division as well as the overall campus, position provides comprehensive administrative and analytical support for the AVC of Development on a broad range of matters as follows:
• Oversees and ensures daily administrative operations for the AVC of Development including the development, compilation and maintenance of meeting agendas, calendars, correspondence, briefings, informational materials, and event planning.
• Researches, analyzes, compiles and coordinates necessary back-up and detailed briefing materials to support the AVC of Development's daily activities, including pertinent facts, data, and other background information as necessary for meetings, reports, agendas and presentations.
• Oversees coordination of both travel and meeting arrangements and processes financial documentation to expedite purchasing, direct payments, and travel reimbursements for the AVC of Development in a timely manner.
• Liaises with other UR teams and staff, including divisional development officers, regarding development meetings and events (as needed).
• Regularly interfaces with Chancellor's Office, Deans' executive assistants, and executive level assistants regarding Foundation meetings and events.
• Processes pre-requisitions, purchase orders, and Pro-card purchases as appropriate to transact business on behalf of the Foundation. Verifies fund source and activity code information.

25% - Donor Cultivation and Stewardship Support

• Facilitates AVC of Development's major gift fundraising with Trustees, donors, business leaders, guests, dignitaries and senior leadership on campus interacting.
• Proactively supports donor cultivation and stewardship activities with meetings and events attended by and/or hosted by the University,Foundation Trustees, high-level potential donors, business leaders and / or other individuals supportive of the campus.
• Writes a variety of donor correspondence, which could include thank you notes, photos, remembrances of birthdays or other milestones, and congratulatory messages.
• Enters and/or drafts donor and prospective donor contact reports into the Development database. Performs research and/or creates prospect reports utilizing database and other information and generates reports for the AVC. Develops tracking systems to assist in the strategic identification and cultivation of donors and prospects.
• Interfaces with University Relations staff in a variety of ways to ensure and track efficient gift processing.

25% - Research, Reporting and Analysis

• Supports the management of major gift officers by producing reports and data from BBFPM, InfoView or other CRM.
• Produces reports and presentations in PowerPoint to report on fundraising progress for campus leadership.
• Compiles, analyzes and formats statistical data such as development officers' performance metrics, campaign gift charts, prospect charts, donor tracking charts, etc. Supports the AVC in preparing and holding performance and program management conversations with Division Deans and DOs.

10% - Special Projects

• Provides administrative support around the development and expansion of department initiatives.
• Coordinates preparation for launch and execution of university-wide comprehensive campaign by consulting with AVC of Development, campus leadership, development staff, donor relations team and external consultants/partners.
• Tracks progress and produces reportings on project deadlines and deliverables.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Analytical and problem-solving skills sufficient to identify needs, conduct research and develop innovative proposals, solutions, and procedures.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Strong oral communication and interpersonal skills.
• Strong written communication skills.
• Strong skills to interact effectively with all levels of staff, faculty, alumni / donors, students and external constituencies.
• Ability to work independently and as a collaborative member of a team.
• Advising and counseling skills.
• Strong service orientation.
• Solid attention to detail and ability to retain information.
• Ability to multi-task with demanding timeframes.
• Experience scheduling and managing a calendar.
• Solid organizational and customer service skills to effectively manage multiple priorities. Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines. Ability to cope with ambiguity and regularly shifting priorities.
• Thorough knowledge of common organization-specific and other computer application programs.

PREFERRED QUALIFICATIONS

• Familiarity with the organization's processes, protocols and procedures.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.