Strategic Programs Manager, Office of the Provost

Santa Clara University•Santa Clara, CA

14h•$41 - $49

About The Position

The Strategic Programs Manager provides high-level and direct programmatic support to the Provost’s leadership team & their strategic external partners. This role supports cross-organizational initiatives related to new academic and operational developments. This role requires a level of professionalism consistent with the stature of a position supporting the chief academic officer within the University. This is a 0.5 FTE, benefits-eligible position, scheduled to work about 20 hours a week.

Requirements

Understanding of higher education and academic administration.
Familiarity with Santa Clara University organizational structure, particularly campus offices that interact with the Provost’s Office.
Familiarity with large operational or healthcare systems, or similar complex multi-site organizations.
Understanding of the values and ideals of Jesuit education.
Skill in establishing and maintaining cooperative and effective working relationships within the Office of the Provost; with all levels of students, faculty, administrators, staff; and with external parties.
Skill in handling multiple tasks simultaneously, ensuring follow through, prioritizing on-going tasks and projects, and being flexible and responsive to unexpected shifts in workflow.
Superior organizational, planning, and prioritization skills.
Skill in drafting business correspondence, minutes, and briefings.
Skill in gathering information for briefings that may include compiling materials from various sources and fact-finding.
Critical thinking and problem-solving skills.
Exceptional interpersonal, oral, and written communication skills.
Demonstrated record of sound judgment.
Strong customer service and diplomacy skills.
Advanced level computer skills using the Microsoft Office Suite and Google Workplace Applications.
Bachelor's Degree required or equivalent related experience.
Minimum of five years of experience in an administrative office; experience in an academic administration or higher education preferred.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within the Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors, or suppliers.

Nice To Haves

Experience with Workday and web publishing tools such as Terminal 4, is preferred
Proficiency with AI-assisted productivity tools (e.g., generating meeting minutes, drafting summaries, preparing correspondence, managing information, and optimizing workflows using secure, approved AI tools).
Ability to take initiative and work independently.
Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy.
Ability to provide high level of attention to accuracy and detail.
Ability to work with diverse students, faculty, staff, administrators and other stakeholders.
Ability to reflect, articulate and promote the mission, vision, and identity of the University.
Ability to identify opportunities to streamline administrative processes using AI-enabled solutions while maintaining confidentiality, accuracy, and compliance with institutional policies.

Responsibilities

Support for University and Strategic Partner Leadership (70%) Provide high level programmatic support, utilizing tact, diplomacy, discretion, and confidentiality as required on a variety of complex and sensitive issues.
Conduct research, including gathering and analyzing source and background materials; consult with various University personnel to gather institutional data; develop summaries and briefings of data as required.
Prepare and maintain data, records and documents associated with meetings, as assigned by the Leadership Team and Community Partners as well as confidential documents.
Manage special projects on behalf of University leadership & strategic partners expedite the successful and timely implementation of initiatives and emerging programs.
Develop the lifecycle of special projects on behalf of University leadership, from initial concept through to implementation and post-launch evaluation.
Develop comprehensive project documentation, including timelines, schedules, and resource maps.
Consult, interact, and collaborate with faculty, other internal/external staff, and/or consultants regarding high priority projects.
Manage busy and constantly changing calendars of meetings, events, and travel of the Leadership Team and Community Partners.
Coordinate meetings, communications, and follow-up actions across University and external partner teams.
Oversee strategic communication plans (linked to specific audiences, channels, and timelines) and identify new channels to improve resource sharing
Demonstrate initiative to generate a daily schedule and work flow, the PM will represent the Provost’s Office in relationships between academic, operational, and external partner stakeholders.
Support the work of search committees, including committee meeting coordination, candidate communication, logistics of campus interviews, etc.
Draft routine correspondence and presentation materials.
Manage documents and electronic file sharing systems.
Planning and Support of Provost’s Leadership Team Meetings and Significant University Events (30%) Develop drafts of agenda and meetings minutes.
Distribute materials to participants for meetings convened by the Provost’s Leadership Team and Community Partners .
Plan, manage, and oversee scheduling and logistics for meetings hosted by the Provost’s Leadership Team. These include extensive committee meetings with community partners, senior administrative leaders, faculty, and staff.
Provide staffing support to University committees as assigned.
Develops timelines and coordinates the logistical planning and implementation of key events, including working with campus catering, Media Services, and Facilities, and other campus support units as necessary to execute events.
Other duties as assigned