Office and Event Manager

Santa Clara University•Santa Clara, CA

10d•$28 - $34

About The Position

The Office and Event Manager handles administrative tasks, event planning, logistics, budgets, and timelines for speakers, learning opportunities, and events hosted by the Center for Community and Professional Learning. The role also manages day-to-day office operations and works closely with Education and Counseling Psychology Department faculty to plan and deliver events and workshops for the university, community, and people seeking professional development. The position directs day-to-day Center for Professional Development operations, supports student workers as available, maintains program processes and records, and serves as the primary contact for inquiries, billing, and logistics. It coordinates event development and delivery, including marketing, speaker support, registration, facilities, catering, media needs, attendee check-in, continuing education records, and post-event reporting. It also manages budgets, invoicing, payments, donations, and financial reporting. The role reports to the Senior Assistant Dean of Finance and Administration and works closely with the Dean, associate deans, department chairs, faculty, and other presenters. Occasional evening or weekend work may be needed. The work environment is a typical, mostly indoor office with equipment noise and frequent interruptions. Telecommuting employees must work within California, Nevada, Oregon, Washington, Arizona, or Illinois.

Requirements

Three years of experience required.
Excellent written and oral communication skills.
Excellent project management, prioritization, and organizational skills to manage multiple events and tasks with different timelines.
Excellent attention to detail and accuracy.
Ability to establish and maintain cooperative working relationships in a diverse, multicultural environment.
Ability to learn systems for record-keeping and communications, including Workday, BBIS, Slate, and Canva.
Budget management and core financial skills to manage budgets and funding streams.
Demonstrated success supporting the planning of multifaceted, changing, complex events.
Ability to work independently and as part of a team.
Excellent interpersonal, communication, time-management, and customer-service skills.
Ability to work in a fast-paced environment, manage competing demands, meet deadlines, and work autonomously.
Professional demeanor and ability to work with diverse constituencies and handle difficult situations effectively.
Ability to manage complex processes and procedures and exercise sound judgment in a challenging work environment.
Ability to cultivate collaborative relationships with internal and external constituencies and communicate effectively with multiple audiences.
Experience working with a wide range of constituents, including university personnel, K-12 school personnel, potential funders, and working professionals.
Experience with Excel and Word.

Nice To Haves

Bachelor’s degree 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 budgeting basics and financial reporting.
Demonstrated familiarity with Microsoft Word, Excel, and PowerPoint.
Previous event-planning experience in a higher education environment.
Workday experience.
Experience working with a wide range of constituents in an educational setting, including deans, university administration, faculty, staff, students, and volunteers.

Responsibilities

Direct day-to-day efforts of the Center for Professional Development, including student workers as available.
Ensure program operational needs are met, including contract management, MOUs, and continuing education units or professional development credits.
Work with the Associate Director of Marketing to keep the CPD website updated and create event marketing materials.
Plan marketing and communications about speakers and learning opportunities for students, faculty, staff, and external partners.
Develop written operating procedures for primary processes, including continuing education units and professional development hours.
Serve as the main point of contact for CPD inquiries, billing, and logistics.
Maintain records and materials for American Psychological Association CEU certification and prepare annual reports and periodic full reviews.
Work with the Education and Counseling Psychology Departments to identify workshops and programs.
Assist in identifying guest speakers for community and professional learning events.
Provide logistical support for strategic events, including facilities, food, registration, CEU and professional development records, event communications, budgets, schedules, and final reports.
Oversee event setup, execution, and breakdown, maintaining a standard of excellence for CPD events.
Identify event media requirements and arrange support through the Academic Technology Office.
Prepare invitations, registration processes, attendee check-in procedures, and records related to CEUs and professional development hours.
Develop and manage event budgets, timelines, and contingency plans.
Manage event finances, including budgets, invoicing, and reporting.
Facilitate honorarium payments for guest speakers and workshop participants.
Manage incoming participant payments.
Process donations from internal and external constituencies and track and report spending.
Prepare progress reports, inform the supervisor of project status and deviations from goals, and ensure operational functions are complete, accurate, and timely.
Prepare and submit reports as requested or required.
Provide work direction to student workers as available and work closely with faculty and other presenters.