Strategy and Campaign Project and Operations Specialist

CSU Careers-posted about 18 hours ago

Full-time • Mid Level

San José, CA

5,001-10,000 employees

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The Strategy and Campaign Project and Operations Specialist plays a critical role in supporting the Associate Vice President for University Advancement Strategy and Campaigns (AVP-SC) and the units of Prospect Management and Stewardship within the Strategy and Campaigns department. The position organizes and performs a broad range of complex administrative duties in direct support of the Associate Vice President, and two director level managers. Duties will include but are not limited to taking the lead of high-priority initiatives, with a particular focus on campaign planning and execution, organizational goal setting, cross-divisional initiatives, and internal systems and processes. The Specialist will perform complex administrative, project management, and support functions, ensuring operational efficiency and alignment with university and division-wide strategic goals. The incumbent will manage projects from conception to completion and must be able work under pressure, handling a wide variety of activities with discretion and limited direction.

Provide high-level project planning, project coordination and logistical support for the University's comprehensive fundraising campaign
Monitor campaign timelines, track key deliverables across departments and coordinate with internal and external stakeholders to ensure critical milestones are met
Coordinate the execution of division-wide strategic projects and special initiatives led by the Vice President for University Advancement (VPUA) and/or the AVP-SC
Independently research, develop and analyze administrative policies and procedures for cross-divisional operations and internal systems and processes, recommending and evaluating proposed solutions
Organize and prepare materials for meetings, including recording and distributing accurate meeting notes for information flow to relevant stakeholders
Draft, proof and edit campaign and project-related communications, reports and presentation materials at the direction of the AVP-SC
Assist with planning and logistics for major divisional events, meetings, retreats and professional learning opportunities
Serve as a flexible resource to University Advancement departments for time-fixed or short-term project needs, such as data clean-up, event logistics, or policy documentation
Oversee general administrative and operational functions for the Strategy and Campaigns units and department
Oversee budget development and management, expenses, budget allocations and reconciliations for the department, working with the Director of Administrative & Financial Services and the Tower foundation
Process expenses, purchases and travel ensuring compliance with university and foundation policies
Draft and send routine correspondence on behalf of the AVP-SC (e.g., meeting notices, internal communications) and respond to emails, phone calls and messages to ensure timely, professional and appropriate responses to internal and external inquiries
Provide comprehensive calendar management for the AVP-SC, including scheduling complex meetings with high-level internal and external stakeholders (e.g., VPUA, deans, senior administrators)
Organize and prepare travel logistics, including completing travel requests and expense reports
Independently resolves problems and answers queries

Ability to communicate with constituents in a professional and respectful manner
Exceptional organizational, planning and time management skills, with the ability to handle multiple, competing work priorities in a fast-paced environment
Strong oral and written communication skills, including the ability to compose, edit and appropriately format professional correspondence and reports
Advanced ability to coordinate projects, track details accurately, and meet established deadlines
Ability to troubleshoot and proactively resolve common office administration problems and research, develop, analyze and implement procedures
Knowledge of budget management, expense tracking and financial reconciliation processes
Proficiency with Google Workspace applications, Microsoft Office Suite (Word, Excel, PowerPoint) and other software applications, including design, calendar and database management systems
Excellent customer service skills and the ability to communicate professionally and respectfully with a diverse group of constituents, including executive leadership, faculty, staff and major donors
Ability to manage and maintain highly confidential records and sensitive information with utmost discretion and professionalism
Knowledge and ability to analyze, interpret, compile, apply, integrate, and present complex data and information
Knowledge and ability to independently manage and implement complex projects
A bachelor's degree and/or equivalent training
Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs

Three or more years of experience in project management or high-level administrative support in a complex organizational setting
Experience working in a university advancement/fundraising environment, particularly with campaign management and fundraising operations
Experience supporting senior-level staff and managing highly confidential information
Experience handling administrative issues involving the study, analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
For more information on programs available, please see the Employee Benefits Summary

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Strategy and Campaign Project and Operations Specialist

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