Office and Event Manager at Santa Clara University in Santa Clara, CA

Job description

Position Title: Office and Event Manager Position Type: Fixed Term (Fixed Term) Hiring Range: $28.03 - $3 3.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity Pay Frequency: Hourly A. POSITION PURPOSE The Office and Event Manager will handle both administrative tasks and event planning, coordinating logistics, budgets, and timelines for various speakers, learning opportunities and events hosted by the Center for Community and Professional Learning, while also managing day-to-day office operations. The Office and Event Manager will work closely with the Education and Counseling Psychology Department faculty to plan and execute events and workshops benefiting the university as well as the community, and those seeking professional development opportunities. B. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Program Operations Direct the day-to-day efforts of the Center for Professional Development, including student workers as available Ensure operational needs of the program are met, including contract management, MOU’s, and CEU’s or PD credits as relevant. Work with Associate Director of Marketing to keep CPD website updated. Plan marketing and communications regarding speakers and other professional learning opportunities for students, faculty, staff and external partners. Develop written operating procedures for each of the primary processes to help ensure sustainability of the program, including Continuing Education Units and Professional Development hours Main point of contact for inquiries, billing and logistics for CPD Keeps records and materials necessary for American Psychological Association certification of CEU’s and prepares both annual reports and periodic full-reviews. 2. Event Support Work with the Education and Counseling Psychology Departments to identify workshops and programs Work with Associate Director of Marketing to create marketing materials for events Assist with identification of guest speakers for community and professional learning events Responsible for all logistical support for strategic events. This may include, but is not limited to, reserving facilities, ordering food, collecting and controlling registrations, collaborating with relevant teams to keep effective records of CEU’s and Professional Development credits awarded, communicating event details, adhering to budgets and schedules, and preparing final event reports. Oversee event setup, execution, and breakdown. Maintains a standard of excellence for all CPD events. Identify media requirements for events and arrange through the Academic Technology Office Prepare invitations, registration processes, and attendee check-in procedure as well as record-keeping related to CEU’s and PD hours. 3. Financial Develop and manage event budgets, timelines, and contingency plans. Manage event finances, including budgets, invoicing, and reporting. Facilitate the processing of honorarium payments for guest speakers and workshop participants Manage incoming payments from participants Process and manage donations from internal and external constituencies and track and report on spending 4. Other Duties as assigned C. PROVIDES WORK DIRECTION Works closely with faculty and other presenters. Provides work direction to student workers as available D. RECEIVES WORK DIRECTION FROM Reports to Senior Assistant Dean of Finance and Administration. Works closely with Dean and associated faculty including Associate Dean(s), and Department Chairs. E. GENERAL GUIDELINES Prepare progress reports; informs supervisor of project status; and deviation from goals. Ensure completeness, accuracy and timeliness of all operational functions. Prepare and submits reports as requested and required. May need to work occasional evenings or weekends F. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills,