Reporting to the Senior Director, Alumni & External Relations, the Office & Events Manager contributes to the mission of the Leavey School of Business (LBS) by supporting the LSB's alumni networking efforts, by planning and executing community events, and by efficiently supporting the Dean's Office. The duties and responsibilities directly support the School's strategic priorities by creating strong partnerships with the business and alumni community, and by utilizing our facilities to enhance the learning experience for all our students.
|Essential Duties and Responsibilities|
a. Office Manager (50%) Manage the Dean's calendar and schedule ensuring contacts and relationships with various internal and external constituencies are maintained and fostered;
In collaboration with the Senior Director, make judgments and decisions about priorities on the Dean's schedule, including direct and indirect access;
Provide administrative support to the Dean and the Senior Director of Alumni & External Relations, which may include but is not limited to: processing Concur, arranging travel, ensuring appropriate briefings are given to each
Ensures high professional standards, attention to detail, and consistent customer service in all Leavey School of Business, Dean's Office administrative functions.
Maintains an organized, clutter-free information desk and reception area that set a professional tone for visitors and staff.
Supervises student assistants in the Office of the Dean. Manages the students' wage budget for Dean's Office student assistants.
Manage the administrative tasks of the Office of the Dean which includes the Dean, Associate Dean, Sr Asst Dean of Finance & Administration, Assistant Dean for Marketing and Communications, and the Senior Director of Alumni & External Relations, and their respective staffs. Places orders for supplies, furniture, publications, equipment, staff professional development, and other purchases/reimbursements
b. Event Management (40%) Oversee planning and logistics for LSB/Dean's events (e.g., Town Hall and Faculty Meetings, Dean's Extraordinary Faculty Dinners, Staff Appreciation events, etc.) including facility, refreshment and related services;
Independently plans and executes approximately 30 Business School events each year.
Responsible for all logistical support for strategic events. This may include, but is not limited to, reserving facilities, ordering food, collecting and controlling registrations, communicating event details, adhering to budgets and schedules, and preparing final event reports.
Maintains a standard of excellence for all LSB strategic events.
Reviews and reports on event performance each year to the LSB leadership.
Proposes event formats that align with strategic initiatives
Maintains the event calendar for the LSB that may include major university events.
c. Alumni and External Relations Maintain the alumni database, using University-approved programs such as Raiser's Edge
Maintains online networks of alumni through various avenues such as, but not limited to, LinkedIn, Facebook and Twitter.
Establish and maintain good working relationships with the University alumni office, SCU alumni/donor database managers, development managers, business school faculty to expand and support alumni events, programs and networks.
Plans and executes all Advisory Board meetings
Provides extensive support for all advisory board members
Executes logistics of Advisory Board events (parking, room reservations, media) Other Responsibilities
a. Work with Dean's office staff to create a professional and supportive work environment.
b. Build a strong network of working relationships throughout the School and the University.
c. Other responsibilities may be assigned to meet Dean's office strategic initiatives.
|Provides Work Direction|
To student employees
RECEIVESWORKDIRECTIONFROM Senior Director of Alumni & External Relations
Dean, Leavey School of Business
1. Recommends initiatives and implements changes to improve quality and services.
2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
3. Maintains contact with customers and solicits feedback for improved services.
4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
5. Researches and develops resources that create timely and efficient workflow.
6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
7. Prepares and submits reports as requested and required.
8. Develops and implements guidelines to support the functions of the unit.
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, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation. 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 Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, venders or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
(Examples) Typical office and computer lab environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
Relevant experience in marketing, event and/or facility management, or experience in higher education (e.g. alumni, development, student affairs) highly desired.
|Skills|| Excellent oral and written communication skills.|
Proven organizational skills with ability to track programming on multiple paths.
|Abilities|| Demonstrated ability to function well in multi-task teams.|
Demonstrated ability to initiate and manage programs independently.
Ability to work a flexible schedule, evenings & weekends, as needed
|Education and/or Experience|
Bachelors degree required with a minimum of 3-4 years of experience in office management and program, conference, event organization or catering management
|Salary Information||Hiring Range: $23.69 - $27.23 hourly|