Manage complex calendars, schedule meetings, organize logistics for group meetings, coordinate travel, and prepare meeting materials.
Support budget development, monthly tracking, reconciliation, forecasting, and expense processing in Workday.
Submit financial transaction adjustment requests (FTARs) and monitor departmental financial activity.
Facilitate team hiring processes, including job postings, candidate communications, and interview coordination, and onboarding of new employees.
Develop high-quality documents including reports, briefings, presentations, correspondence, and donor materials.
Maintain and organize digital and print records.
Submit and track vendor contracts and invoices; ensure timely submission and payment.
Evaluate and recommend improvements to operational systems and workflows.
Coordinate cross-team efforts and promote departmental cohesion and collaboration.
Participate as a member of the Operations Manager’s SOS meetings.
Fundraising and Donor Engagement Support
Assist with donor, prospect, and gift management using CLARA (Blackbaud CRM database), including data entry, contact reports, reminders, gift tracking, and reporting.
Draft, review, and manage gift agreements, acknowledgments, and stewardship communications.
Produce donor briefings, customized proposals, and fundraising materials.
Oversee events and meetings involving donors and prospects, Liaise with University partners, including Institutional Research, Finance, General Counsel, and academic departments, to support development efforts.
Program and Project Management
Manage logistics of strategic projects for assigned teams.
Support team programming, such as the Bergin Society recognition event, the Parent and Family Leadership Council, scholarship programs, or matching gift initiatives.
Utilize University resources to coordinate digital and print communications, event logistics, marketing materials, and donor engagement campaigns.
Track and report program outcomes, manage databases, and analyze engagement metrics to inform strategic decision-making.
Serve as a point of contact for internal and external constituents.
Team Support and Development
Support onboarding, training, and recognition of new team members.
Organize and lead team-building and professional development activities.
Provide direction to student workers or temporary staff, as assigned.
Serve as a positive and proactive representative of the team and University Relations.
GENERAL GUIDELINES
Recommend and implement changes to improve quality and service.
Maintain excellent relationships with internal and external stakeholders.
Maximize productivity through efficient workflow and resource utilization.
Prepare and submit reports; track project status and deviations from goals.
Maintain and implement standard operating procedures and best practices.
Other duties, as assigned.
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, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain a healthy, fair and inclusive work environment by promoting diversity, exercising teamwork, and collaboration with diverse groups, donors, volunteer groups, and coworkers.
Knowledge
Knowledge of development operations and fundraising best practices.
Familiarity with donor relations and gift planning concepts.
Proficiency in database and financial management systems (e.g., CLARA, Workday).
Understanding of Jesuit, Catholic higher education mission and values.
Skills
Strong verbal, written, organizational, and research skills.
High proficiency with Microsoft Office Suite, Google Workspace, CRM platforms, and digital tools.
Ability to manage complex schedules, events, and competing priorities.
Experience with digital communications and project management platforms.
Abilities
Demonstrated sound judgment and discretion in handling confidential information.
Ability to independently solve problems, manage projects, and meet deadlines.
Strong interpersonal skills to collaborate and build relationships.
Capacity to adapt, learn new tools, and maintain a positive, service-oriented attitude.
EDUCATION AND EXPERIENCE
Bachelor’s degree preferred or equivalent combination of education and experience.
Minimum of five years of progressively responsible administrative or project management experience, preferably in higher education or a nonprofit organization.
PHYSICAL DEMANDS
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.
Work performed at a desk with extensive use of a computer and a phone.
May involve occasional physical activity and lifting.
Must be able to travel on campus and attend off-site events.
WORK ENVIRONMENT
A typical office environment with frequent interruptions and background noise.
Hybrid work environment.
Ability to collaborate with hybrid and remote team members.
This job description provides a general overview of responsibilities and qualifications and may be modified to meet the specific needs of individual development teams.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact hrservicedesk@scu.edu.
