Website Santa Clara University
Special Assistant to the Dean and Advancement Operations Manager
Special Assistant to the Dean and Advancement Operations Manager
$61,100 – $70,250
HourlyA. POSITION PURPOSE
This position oversees the operational and administrative functions for the Dean’s Office as well as the Law School’s Advancement Operations. This role will work closely with the Law School’s Director of Development to research and coordinate donor calls with the Dean and will be a key member of a fund-raising team specializing in large donor solicitations requiring exceptional professionalism and discretion. The Manger will be an important member of the Dean’s leadership team, serving as a principal liaison with other senior University and Law School counterparts by representing the Dean in the planning and execution of the leadership team’s initiatives. The ideal candidate will have related program/project management experience, with exemplary executive-level advising/assisting and interdepartmental collaboration skills.
B. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Advancement operations
Work closely with the Law School’s Director of Development to develop and implement fund-raising approaches and techniques to further the growth of the law school’s donor base and donations received.
Coordinate all fund-raising meetings for the Dean.
Research, compile and update demographic information packages and portfolios for donor meetings.
Develop policy, procedures and timelines for donor engagement and fundraising events.
Identify new prospects.
Analyze giving history/results of different constituents.
Maintain an extensive knowledge of the Law School’s donor base and current events in order to strategize fund-raising opportunities.
Oversee the donor processing operations regarding booking new donors and incoming gifts and endowments.
Work closely with the Law School’s Director of Development and partner with the Law Finance Office to verify the proper booking and documentation of donor funds and agreements.
2. Strategic partner to the Dean
Prepare the Dean for all meetings and speaking engagements. Research strategic information and coordinate requisite support resources. Capture follow-up items for response and/or closure.
Represent the Dean in a variety of forums and respond to ad-hoc requests of the Dean’s Office.
Demonstrate a high level of personal accountability, innovative thinking, and process improvement day to day.
Serve as a trusted advisor and brainstorming partner.
Establish and manage efficient processes for timely and efficient flow of information to and from the Dean’s Office with internal and external stakeholders.
Plan and manage standing leadership meetings and/or committees.
Partner with and advise senior leaders and stakeholder groups, providing counsel to advance key initiatives.
Help formulate, lead, and initiate change throughout the Law School.
Proactively resolve or escalate potential issues by calling them to the attention of the Dean or department heads and identifying potential solutions.
Assist with writing and editing the Dean’s presentations, speeches, and letters.
3. Provide administrative support to the Dean
Manage the operations and administration of the Dean’s Office.
Supervise the Dean’s Office administrative team.
Strategically organize the Dean’s calendar in alignment with stated priorities.
Provide administrative support to the Dean including correspondence, whether by letter, e-mail or other means. Compose routine correspondence for signature.
Make travel arrangements and arrange for reimbursement of expenses using the Concur System.
Provide scheduling support for Associate Dean for Academic Affairs and Associate Dean for Experiential Learning.
Ensure high professional standards, attention to detail, and consistent customer service in all the Dean’s Office administrative functions.
Maintain an organized, clutter-free information desk and reception area that sets a professional tone for visitors and staff.
Other duties as assigned.
C. WORK DIRECTION
Reports to the Dean of the Law School.
Dotted line reporting to Law School’s Director of Development.
Supervises Dean’s Office administrative team.
1. Education and Experience
3-5 years of legal or executive assistance experience.
Experience in law school or law firm setting highly desirable.
2. Knowledge, Skills, and Abilities
Organizational Excellence: superior ability to exercise judgment, discretion, and initiative in managing multiple broad-impact projects.
Excellent verbal, written and presentation communication skills.
Success in creating processes that accelerate decisions and bring initiatives to closure.
Extensive interpersonal, negotiation and political acumen with the ability to cultivate strong collaborative relationships.
Knowledge of protocol and careful attention to detail when handling sensitive topics with members of academia, business, and government.
Demonstrated ability advising senior executives in advancing policies and proposals.
Proven success offering solutions and taking personal ownership of activities that create insights and bandwidth for leadership.
Ability to research, report and facilitate discussion on complex subjects.
Able to present data in a manner that enables clear understanding of interests and options.
Ability to adjust thinking and facilitate details in emergency situations.
Knowledge of policy development and implementation processes in academia, and proven success navigating highly bureaucratic institutions.
Ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Entrepreneurial mindset with ability to transform concepts into actual designs and plans.
Strong independent decision-making ability.
Ability to run point on projects and escalate as necessary.
Energy, resilience, and good humor.
3. General Guidelines
Recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools, planned training and performance initiatives.
Prepares progress reports; informs supervisor of project status; and deviation from goals.
Ensures completeness, accuracy, and timeliness of all operational functions.
Develops and implements guidelines to support the functions of the unit.
E. 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.
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, vendors, or suppliers.
F. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
â€‹Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, firstname.lastname@example.org , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
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 go to 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
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at email@example.com.
To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Special-Assistant-to-the-Dean-and–Advancement-Operations-Manager_R4088
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