Office and Event Manager

Santa Clara University•Santa Clara, CA

About The Position

The Office and Event Manager handles administrative tasks, event planning, and day-to-day office operations for the Center for Community and Professional Learning. The role coordinates logistics, budgets, and timelines for speakers, learning opportunities, workshops, and events hosted by the Center, working closely with Education and Counseling Psychology Department faculty to support programs for the university, community, and people seeking professional development. The position directs the Center’s day-to-day program operations, maintains processes and records related to continuing education and professional development credits, supports marketing and communications, and serves as a primary contact for inquiries, billing, and logistics. It also provides end-to-end event support, including planning, registration, event execution, financial management, and reporting. The role provides work direction to student workers when available and reports to the Senior Assistant Dean of Finance and Administration. The work is primarily in a typical indoor office environment, with possible evening or weekend work. Employees approved to telecommute must work from California, Nevada, Oregon, Washington, Arizona, or Illinois.

Requirements

Three years of experience required.
Excellent written and oral communication skills.
Excellent project management and prioritization skills to organize and manage multiple events with different timelines simultaneously.
Excellent attention to detail.
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 different 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, written, time-management, and customer-service skills.
Initiative, attention to detail, and organizational skills to manage multiple tasks in a fast-paced environment.
Professional demeanor and ability to work with a diverse constituency.
Ability to manage complex processes and procedures accurately and with attention to detail.
Ability to exercise sound and appropriate judgment in a challenging work environment.
Ability to cultivate collaborative relationships with internal and external constituencies.
Ability to handle difficult situations professionally and communicate effectively with multiple audiences and diverse groups.
Ability to work effectively with a wide range of internal and external constituents, such as university administrators, faculty, staff, students, volunteers, K-12 school personnel, potential funders, and working professionals.
Ability to meet deadlines, work autonomously, and handle competing demands.

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 and financial reporting.
Demonstrated familiarity with Microsoft Word, Excel, and PowerPoint.
Previous event-planning experience in a higher education environment.
Experience with Excel and Word.
Workday experience.

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 as relevant.
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 professional learning opportunities for students, faculty, staff, and external partners.
Develop written operating procedures for primary program processes, including continuing education units and professional development hours.
Serve as the main contact for CPD inquiries, billing, and logistics.
Maintain records and materials for American Psychological Association certification of CEUs and prepare annual reports and periodic full reviews.
Work with Education and Counseling Psychology Departments to identify workshops and programs.
Assist with identifying guest speakers for community and professional learning events.
Provide logistical support for strategic events, including facility reservations, food orders, registration management, event communications, budgets, schedules, records of CEUs and professional development credits, and final event reports.
Oversee event setup, execution, and breakdown, maintaining a standard of excellence for CPD events.
Identify event media requirements and arrange them 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 on spending.
Prepare progress reports, inform the supervisor of project status and deviations from goals, and submit requested and required reports.
Ensure operational functions are complete, accurate, and timely.
Provide work direction to student workers as available and work closely with faculty and presenters.
Perform other duties as assigned.