University of California - Santa Barbara
Programs Coordinator, University Support Groups
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Payroll Title:
ALUMNI EXTERNAL REL SPEC 2Job Code:
006298Job Open Date:
7/10/24Application Review Begins:
7/25/24Department Code (Name):
ALUM (Alumni Affairs Office)Percentage of Time:
100Union Code (Name):
99 - (Non-Represented)Employee Class (Appointment Type):
Staff: CareerFLSA Status:
Non-ExemptClassified Indicator Description (Personnel Program):
PSSSalary Grade:
19Hiring/Budgeted Salary or Hourly Range:
$28.07 to $30.76/hr.Work Location:
Mosher Alumni HouseWorking Days and Hours:
Monday - Friday, 8am - 5pmBenefits Eligibility:
Full BenefitsEligible for Hybrid Work Arrangement:
Hybrid (Both UC & Non-UC locations)*Max of 2 days per week hybrid scheduling*Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.Brief Summary of Job Duties:
Serves as the Programs Coordinator ('PC'), for University Support Groups. The PC serves as part of the Alumni Affairs team reporting to Executive Director and works closely with the Director of Government and Community Relations to support the program-management and coordination of the University Support Groups and local community alumni. The position serves both as an external outreach coordinator, building programs in the Santa Barbara community which foster pride and build awareness in a positive light for UC Santa Barbara, and serves as the financial analyst to the University Support Groups. The Programs Coordinator must work collaboratively across multiple departments and divisions including the central development office as well as with the various schools and units with the intention of building program partners, and recruiting participants for local community and alumni activities intended to foster philanthropy and engagement. The Programs Coordinator will provide assistance with researching, analyzing, developing, implementing and executing programs and events designed to engage community members and local alumni. The Programs Coordinator uses strong written communication skills to assist with marketing materials and copy writing for emails, the website and social media. Using strong organizational communication, and relationship building skills, ensures that long-term relationships with community members and local alumni are fostered and enhanced by all program offerings. The Programs Coordinator is responsible for coordinating, facilitating and notating support group board meetings, and provides event management support for in-person and virtual events. The PC will additionally provide compliance oversight for external bank and merchant accounts, fundraising appeals, membership dues, and other revenues and spending reconciliation for the campus support groups. In addition, they will ensure annual reporting requirements for these groups to the UC Office of the President as required by UC policy. They will oversee stewardship and student awards for the various gift funds of the support groups, working in coordination with the UC Santa Barbara Foundation, Financial Aid, Graduate Division and/or respective benefitting departments. UNIVERSITY SUPPORT GROUPS (USG) The UC Santa Barbara community stretches beyond the physical perimeters of the campus to include the greater Santa Barbara community, and it is our goal to build strong relationships with the people who live there. Its network of University Support Groups provides a variety of opportunities for community members to become acquainted with UC Santa Barbara. Each group offers an array of events and activities to bring the educational and cultural resources of the campus to our friends and neighbors. The PC serves each group as a coordinator at the University, concentrating on maintaining and growing membership, community engagement activities, assisting with the planning and implementing of regular board meetings, tracking funds for annual scholarships/fellowships and other initiatives as outlined by the Alumni Affairs Office. Serves as the key analyst staff managing financials and membership records, designing marketing materials for new membership, and coordinating University representatives to the group(s). ALUMNI AFFAIRS The Programs Coordinator shall seek ways to grow local community alumni engagement in coordination with community engagement efforts serving University Support Groups. The PC will work closely with the Alumni Affairs Programs Director, under the supervision of the Executive Director to coordinate local activities to increase programmatic offerings to our local alumni, hand in hand with those offered to University Support Groups. Campus collaboration will be key to success in this role as the PC seeks to promote and recruit participants to existing campus programs and events organized outside of the office of Alumni Affairs, but which are open to the public. Must be able to work under pressure of frequently shifting priorities and deadlines. The PC will be privy to sensitive materials, information and planning; therefore, the position requires the utmost degree of confidentiality.Required Qualifications:Bachelor's degree in related area and / or equivalent experience / training1-3 years of marketing and communications experienceExcellent communication and interpersonal skills to communicate effectively, both verbally and in writing.Strong customer service skills.Ability to prioritize and meet deadlines with minimal supervision.Proficient knowledge of MS Office, Google Workspace, Canva, and ability to quickly learn various software programsExcellent skills in analysis, problem solving, working with detail while applying and understanding broader contexts as they affect a diverse customer base: faculty, staff, students, and donors.Preferred Qualifications:1-3 years of experience in Development, Alumni Affairs or External Relations1-3 years of event planning experienceHigh level of initiative, creativity and energy.Project management skillsSpecial Conditions of Employment:Satisfactory conviction history background checkMay be called upon to occasionally work evenings and weekends at various Alumni or campus-wide eventsUCSB is a Tobacco-Free environmentJob Functions and Percentages of Time:40% University Support Groups & Outreach Analysis
- Responsible for developing and executing programming for the support groups broadly. - Plans and staffs events and meetings for the groups. Creates agendas and implements events and activities, featuring faculty and professional staff, and reaches community audiences. - Handles coordination with the Alumni Programs team on events including logistics, planning, and all vendors invoices. - Involvement on the community support group boards and community-initiated projects for broad University visibility. - Places a primary focus on the UCSB Affiliates Board, as a key area of support. - To support consistent messaging, branding and social media strategies, coordinates with the Alumni Programs team, the design, production and printed membership and marketing materials for support groups and their programs. - Assists and supports with membership campaigns. - Uses social media as part of marketing and membership growth plan. - Identifies speakers, drawing from faculty, administrators, and professional staff for various events. Matches speakers with groups and facilitates arrangements. - Serves as the university coordination point-person for the 'Chancellor's Community Breakfast' occurring on a quarterly basis.25% Local Community Alumni Program Coordination
- Responsible for event planning and implementation for local community alumni in partnership with University Support Group activities. - In partnership with the Programs Director and under the supervision of the Executive Director the Programs Coordinator creates stand-alone programs plan to engage local alumni that synchronizes with the program plan for UCSB affiliates. - Major duties include general event coordination: research event locations and approved vendors, communicate with vendors and service providers, assist with the design of marketing materials and public relations efforts, manage event calendar, create online event registration forms, manage reservations, payments and confirmations in compliance with policy and audit requirements, answer inquiries and questions regarding events, assist with event follow up emails and post-event analysis. - Sets up and manages logistics for in-person events as well as online webinars and events using Zoom. - The Programs Coordinator is responsible for regular meetings with any campus department where collaborative activities are occurring.25% Financial & Program Analysis
- Handles fiscal management for many of the groups. - Responsible for the financials of some of the groups' memberships' administrative process, including registering new members, preparing membership letters and cards, deposit checks to Affiliates campus accounts or Affiliates Coordinating Council checking account. Documents all financial transactions in accordance with audit requirements. - Coordinates with the Business Office treasurer to UCSB Affiliates, who manages the membership account and funds-raised. - Responsible for the unit's financials including support group gift fund and expense accounts. Monitoring support group expenses and revenue and reconciling as well as event revenue. - Provides analysis on membership and revenue and makes recommendations for planning and operations. - Responsible for establishing and monitoring of annual reports, requests to fund-raise from the groups, and new requests to establish a support group. - In consultation with the Alumni Executive Director sets goals, develops, implements, and analyzes marketing strategies for membership and management of the groups.5% Digital Database Management Support
- Updates Advance database records relating to University Support Groups and local alumni. - Pulls alumni contact lists from the Advance database to support targeted communications. - Ensure event activity codes are created for each event and records are updated in the database to track participation and engagement. - Verifies alumni status for alumni benefit purposes. - Engages with alumni's social media platforms.5% Special Projects
- Under the general direction of the Executive Director or Associate Director, assists with any special projects on behalf of the Alumni Affairs Department. Maintains in-depth knowledge of University policies and procedures and state and federal regulations related to fundraising and accepted business practices; uses exceptional analytical skills, excellent composition, grammar and editing skills, and various database and software tools necessary to accomplish assigned tasks. Will be called upon to occasionally work evenings and weekends at various Alumni or campus-wide events, namely All Gaucho Reunion Weekend and Commencement.UC Vaccination Programs PolicyAs a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements. For more information:UC Santa Barbara COVID-19 Information University of California Policy on Vaccinations* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.Equal Opportunity/Affirmative Action StatementUC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For more information: University of California's Affirmative Action Policy University of California's Anti-Discrimination PolicyReasonable AccommodationsThe University of California endeavors to make
https://jobs.ucsb.edu
accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email
katherine.abad@hr.ucsb.edu . This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report DisclosuresApplication StatusIf you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
#J-18808-Ljbffr
ALUMNI EXTERNAL REL SPEC 2Job Code:
006298Job Open Date:
7/10/24Application Review Begins:
7/25/24Department Code (Name):
ALUM (Alumni Affairs Office)Percentage of Time:
100Union Code (Name):
99 - (Non-Represented)Employee Class (Appointment Type):
Staff: CareerFLSA Status:
Non-ExemptClassified Indicator Description (Personnel Program):
PSSSalary Grade:
19Hiring/Budgeted Salary or Hourly Range:
$28.07 to $30.76/hr.Work Location:
Mosher Alumni HouseWorking Days and Hours:
Monday - Friday, 8am - 5pmBenefits Eligibility:
Full BenefitsEligible for Hybrid Work Arrangement:
Hybrid (Both UC & Non-UC locations)*Max of 2 days per week hybrid scheduling*Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.Brief Summary of Job Duties:
Serves as the Programs Coordinator ('PC'), for University Support Groups. The PC serves as part of the Alumni Affairs team reporting to Executive Director and works closely with the Director of Government and Community Relations to support the program-management and coordination of the University Support Groups and local community alumni. The position serves both as an external outreach coordinator, building programs in the Santa Barbara community which foster pride and build awareness in a positive light for UC Santa Barbara, and serves as the financial analyst to the University Support Groups. The Programs Coordinator must work collaboratively across multiple departments and divisions including the central development office as well as with the various schools and units with the intention of building program partners, and recruiting participants for local community and alumni activities intended to foster philanthropy and engagement. The Programs Coordinator will provide assistance with researching, analyzing, developing, implementing and executing programs and events designed to engage community members and local alumni. The Programs Coordinator uses strong written communication skills to assist with marketing materials and copy writing for emails, the website and social media. Using strong organizational communication, and relationship building skills, ensures that long-term relationships with community members and local alumni are fostered and enhanced by all program offerings. The Programs Coordinator is responsible for coordinating, facilitating and notating support group board meetings, and provides event management support for in-person and virtual events. The PC will additionally provide compliance oversight for external bank and merchant accounts, fundraising appeals, membership dues, and other revenues and spending reconciliation for the campus support groups. In addition, they will ensure annual reporting requirements for these groups to the UC Office of the President as required by UC policy. They will oversee stewardship and student awards for the various gift funds of the support groups, working in coordination with the UC Santa Barbara Foundation, Financial Aid, Graduate Division and/or respective benefitting departments. UNIVERSITY SUPPORT GROUPS (USG) The UC Santa Barbara community stretches beyond the physical perimeters of the campus to include the greater Santa Barbara community, and it is our goal to build strong relationships with the people who live there. Its network of University Support Groups provides a variety of opportunities for community members to become acquainted with UC Santa Barbara. Each group offers an array of events and activities to bring the educational and cultural resources of the campus to our friends and neighbors. The PC serves each group as a coordinator at the University, concentrating on maintaining and growing membership, community engagement activities, assisting with the planning and implementing of regular board meetings, tracking funds for annual scholarships/fellowships and other initiatives as outlined by the Alumni Affairs Office. Serves as the key analyst staff managing financials and membership records, designing marketing materials for new membership, and coordinating University representatives to the group(s). ALUMNI AFFAIRS The Programs Coordinator shall seek ways to grow local community alumni engagement in coordination with community engagement efforts serving University Support Groups. The PC will work closely with the Alumni Affairs Programs Director, under the supervision of the Executive Director to coordinate local activities to increase programmatic offerings to our local alumni, hand in hand with those offered to University Support Groups. Campus collaboration will be key to success in this role as the PC seeks to promote and recruit participants to existing campus programs and events organized outside of the office of Alumni Affairs, but which are open to the public. Must be able to work under pressure of frequently shifting priorities and deadlines. The PC will be privy to sensitive materials, information and planning; therefore, the position requires the utmost degree of confidentiality.Required Qualifications:Bachelor's degree in related area and / or equivalent experience / training1-3 years of marketing and communications experienceExcellent communication and interpersonal skills to communicate effectively, both verbally and in writing.Strong customer service skills.Ability to prioritize and meet deadlines with minimal supervision.Proficient knowledge of MS Office, Google Workspace, Canva, and ability to quickly learn various software programsExcellent skills in analysis, problem solving, working with detail while applying and understanding broader contexts as they affect a diverse customer base: faculty, staff, students, and donors.Preferred Qualifications:1-3 years of experience in Development, Alumni Affairs or External Relations1-3 years of event planning experienceHigh level of initiative, creativity and energy.Project management skillsSpecial Conditions of Employment:Satisfactory conviction history background checkMay be called upon to occasionally work evenings and weekends at various Alumni or campus-wide eventsUCSB is a Tobacco-Free environmentJob Functions and Percentages of Time:40% University Support Groups & Outreach Analysis
- Responsible for developing and executing programming for the support groups broadly. - Plans and staffs events and meetings for the groups. Creates agendas and implements events and activities, featuring faculty and professional staff, and reaches community audiences. - Handles coordination with the Alumni Programs team on events including logistics, planning, and all vendors invoices. - Involvement on the community support group boards and community-initiated projects for broad University visibility. - Places a primary focus on the UCSB Affiliates Board, as a key area of support. - To support consistent messaging, branding and social media strategies, coordinates with the Alumni Programs team, the design, production and printed membership and marketing materials for support groups and their programs. - Assists and supports with membership campaigns. - Uses social media as part of marketing and membership growth plan. - Identifies speakers, drawing from faculty, administrators, and professional staff for various events. Matches speakers with groups and facilitates arrangements. - Serves as the university coordination point-person for the 'Chancellor's Community Breakfast' occurring on a quarterly basis.25% Local Community Alumni Program Coordination
- Responsible for event planning and implementation for local community alumni in partnership with University Support Group activities. - In partnership with the Programs Director and under the supervision of the Executive Director the Programs Coordinator creates stand-alone programs plan to engage local alumni that synchronizes with the program plan for UCSB affiliates. - Major duties include general event coordination: research event locations and approved vendors, communicate with vendors and service providers, assist with the design of marketing materials and public relations efforts, manage event calendar, create online event registration forms, manage reservations, payments and confirmations in compliance with policy and audit requirements, answer inquiries and questions regarding events, assist with event follow up emails and post-event analysis. - Sets up and manages logistics for in-person events as well as online webinars and events using Zoom. - The Programs Coordinator is responsible for regular meetings with any campus department where collaborative activities are occurring.25% Financial & Program Analysis
- Handles fiscal management for many of the groups. - Responsible for the financials of some of the groups' memberships' administrative process, including registering new members, preparing membership letters and cards, deposit checks to Affiliates campus accounts or Affiliates Coordinating Council checking account. Documents all financial transactions in accordance with audit requirements. - Coordinates with the Business Office treasurer to UCSB Affiliates, who manages the membership account and funds-raised. - Responsible for the unit's financials including support group gift fund and expense accounts. Monitoring support group expenses and revenue and reconciling as well as event revenue. - Provides analysis on membership and revenue and makes recommendations for planning and operations. - Responsible for establishing and monitoring of annual reports, requests to fund-raise from the groups, and new requests to establish a support group. - In consultation with the Alumni Executive Director sets goals, develops, implements, and analyzes marketing strategies for membership and management of the groups.5% Digital Database Management Support
- Updates Advance database records relating to University Support Groups and local alumni. - Pulls alumni contact lists from the Advance database to support targeted communications. - Ensure event activity codes are created for each event and records are updated in the database to track participation and engagement. - Verifies alumni status for alumni benefit purposes. - Engages with alumni's social media platforms.5% Special Projects
- Under the general direction of the Executive Director or Associate Director, assists with any special projects on behalf of the Alumni Affairs Department. Maintains in-depth knowledge of University policies and procedures and state and federal regulations related to fundraising and accepted business practices; uses exceptional analytical skills, excellent composition, grammar and editing skills, and various database and software tools necessary to accomplish assigned tasks. Will be called upon to occasionally work evenings and weekends at various Alumni or campus-wide events, namely All Gaucho Reunion Weekend and Commencement.UC Vaccination Programs PolicyAs a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements. For more information:UC Santa Barbara COVID-19 Information University of California Policy on Vaccinations* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.Equal Opportunity/Affirmative Action StatementUC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For more information: University of California's Affirmative Action Policy University of California's Anti-Discrimination PolicyReasonable AccommodationsThe University of California endeavors to make
https://jobs.ucsb.edu
accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email
katherine.abad@hr.ucsb.edu . This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report DisclosuresApplication StatusIf you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
#J-18808-Ljbffr