Alumni and Board Operations Specialist - 138027

The UC San Diego Alumni Board of Directors was formed by a group of early graduates in 1974. Today, the Board includes alumni from all decades representing various industries and backgrounds. The Board of Directors serve as the primary advisors to UC San Diego Alumni Relations leadership. Together, they oversee the strategic development of alumni programs and initiatives that advance the university in communities around the world. In addition, the Board of Directors is responsible for the business affairs of the Association and oversees corporate powers exercised by, or under, their direction.

The primary responsibility of the Alumni and Board Operations Specialist is to support and help advance alumni relations, engagement, identification, cultivation, solicitation, and stewardship during the Decade of Alumni. The Specialist understands the critical importance of volunteer management, leadership, and stewardship. The Specialist performs key analytical, writing and support functions to assist the Assistant Vice Chancellor, Alumni Relations (Asst. VC, AR) in their leadership of alumni relations, the Alumni Association, and the UC San Diego Alumni Association Board, as well as alumni relations staff and members of the Advancement Department. The Specialist, under the direction of the Asst. VC, AR supports the UC San Diego Alumni Association Board President, and at times, Alumni Board Officers and Directors. The Specialist facilitates the Asst. VC, AR's and Alumni Board's and its Committee's complex and varied responsibilities, including but not limited to: meeting preparation, planning, calendaring; event logistics from creation to execution; meeting agendas, presentations and minutes; internal and external briefings and correspondence, bylaw compliance, updating and maintaining constituent records and electronic historical records; using, supporting and implementing various technology platforms (i.e., OnBoard, Asana, Blackbaud, websites), in-person and virtual meeting logistics, complex calendar and travel management, budget administration, and various forms of communications. In addition to upholding the best administrative practices and supporting the Alumni Board, the Specialist, under the direction of the Asst. VC, AR supports other University-affiliated alumni boards, affiliated alumni organizations, and advisory groups.

The Specialist is responsible for working with appropriate central operations teams to resolve any facilities, payroll, space, human resources, IT or safety concerns, as needed. The Specialist uses professional concepts to apply organization policies and procedures to oversee, administer and analyze a variety of ongoing administrative operational issues. Administers defined operational program.

The Specialist assists the Asst. VC, AR in implementing the Alumni Relations Strategic Plan and the goals and objectives that are part of that plan. The Specialist provides expertise and support to all other areas of the alumni relations team as the occasion arises and helps to fulfill other responsibilities as they relate to the department's vision and Strategic Plan.

• Ability to use sound judgment in responding to issues and concerns.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

• Solid organizational skills and ability to multi-task with demanding timeframes.

• Working knowledge of common organization-specific and other computer application programs.

• Ability to use discretion and maintain confidentiality.

• Excellent working knowledge of the organizational structure and operations of a not-for-profit organization, including responsibilities, financial structure, and the role of an Alumni Association Board.

• Extensive experience in providing preliminary and conclusive reasoning skills to understand and interpret the issues and needs of the organization, priorities and next steps. Experienced in analyzing existing/proposed policies and procedures to summarize outcomes and to provide reports and information with good judgment and professionalism.

• Outstanding proven writing and editing skills, using standard English grammar and word usage. Demonstrated working knowledge of Chicago Manual of Style rules. Strong, written and oral communication skills that accurately express substance and nuance.

• Proven ability to work with a high level of independence while employing mature judgement and maintaining confidentiality, ability to prioritize assignments and departmental needs to meet deadlines.

• Demonstrated ability to problem-solve or make recommendations for creative solutions to general issues/problems. Ability to properly handle sensitive issues which arise frequently in the rapidly changing environment, where improper handling may have serious consequences.

• Exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with individuals at all levels in person, in writing, or by telephone.

• Demonstrated competency and commitment to equity, diversity and inclusion.

• Strong organizational skills with significant experience maintaining complicated files and records electronically, with acute attention to accuracy and details.

• High level of computer literacy and in-depth experience with web browsers. Working experience with web authoring and graphics applications, and demonstrated experience in designing websites. Experience with, and ability to develop and use, computer applications and capabilities to create and maintain databases, and produce correspondence, reports and tools for analysis and review i.e. Word, Excel, Adobe, Powerpoint, desktop publishing skill and knowledge preferred.

• Proven administrative ability in accomplishing established goals and objectives and maintaining office activities with respect to these procedures and guidelines.

• Strong sense of ethical conduct that will inspire confidence and motivation.

• Demonstrated understanding of the philosophy of quality service and group process, with proven aptitude for working as part of a team.

• Must have demonstrated knowledge of relationship management principles, including knowledge of alumni volunteer and engagement opportunities.

• Experience with executive-level administrative operations management including but not limited to independent complex calendaring and arranging domestic and foreign travel; preparing accurate itineraries and briefing documents; processing complicated financial and travel expense reimbursements.

8hrs/day, Mon-Fri, hybrid schedule. (4 days onsite/ 1 day remote. May transition to full in-office schedule if operational needs dictate.)

Job offer is contingent upon satisfactory clearance based on Background Check results.

Must be willing and able to travel.

Must have access to reliable transportation.

Occasional evenings and weekends may be required.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace