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Office Coordinator, Parent and Family Relations

Apply now Posting #: 4203
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, University Advancement

Position Title & Department:

 Office Coordinator, Parent and Family Relations; University Advancement
Posting #

4203

Department Description:

We strive to partner with parents and families to enhance the student experience within their educational, spiritual and social journey, as well as to strengthen your own connection to the USD community. 

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The office coordinator (EA2) provides executive-level support to the director of Parent and Family Relations and a designated central director of development (DOD) on multifaceted activities, initiatives, and projects, internally and externally. The EA2 works collaboratively to plan, develop, and produce high quality and cost-effective Parent and Family Relations’ programming, both locally and regionally. This position manages guest relations and tracks attendance for annual events and programs. This position also supports the national Parents Association Board of Directors and the Parent Ambassador program. The EA2 collaborates with the volunteer coordinator to support the needs of Parent and Family Relations’ activities. This position creates promotional materials and communicates with various on- and off-campus communities using multiple forms of media to highlight the Office of Parent and Family Relations, its programs and events. The EA2 coordinates with University Marketing and Communications on messages advancing the university’s mission and strategic direction. This position advances the fundraising efforts of the director and assigned DOD and encourages support of the university at all functions. The EA2 manages and reconciles Parent and Family Relations’ nearly $100K operating budget and several restricted accounts exceeding $200K in revenue annually. This position oversees daily office duties for the department to ensure effectiveness, efficiency, and adherence to university protocols. The EA2 trains, motivates, and supervises assigned student workers and handles all inquiries and concerns via phone, in-person, and email.

Duties and Responsibilities:

Programmatic and Parent Board Coordination                                                                     

  • Collaborate with director to plan, develop, and produce high quality and cost-effective parent programming, both locally and regionally, including: ~ Plan and execute logistics including vendor contracts, site reservations, and campus services; book event facilitators and participants. Where appropriate, work with Office of Special Events. 
  • Develop, produce, and distribute invitations, programs, and promotional materials. Where appropriate, work with Creative Services.
  • Prepare registration materials, track RSVPs and attendance using CRM platforms. 
  • Oversee day-of event activities; serve as university liaison for guests, on-site staff, and dignitaries.
  • Receive, process and reconcile event revenue, credit card transactions, and contributions. Where appropriate, consult with Advancement Services on fair market value of auction items and any other goods and services provided to attendees.
  • Conduct post-event analysis with campus partners and when appropriate, advise director on opportunities to improve programmatic efficiency and effectiveness.
  • Coordinate Summer Send-Offs including but not limited to:
    • Create and distribute invitations; manage multiple registration pages for two dozen regional and national events; promote attendance through direct outreach and social media marketing; coordinate and manage virtual events.
  • Coordinate with hosts and facilitators about event details and materials; communicate with families, hosts, facilitators, and volunteers leading up to and following the SSO.
  • Work with alumni/parent volunteer coordinator on the calendar of Parent and Family Relations events requiring volunteers; communicate regularly on recruitment of and communication with volunteers for Parent and Family Relations’ activities. 
  • Coordinate Parents Advisory Board meetings and events including: 
    • Attend Board meetings and take minutes; provide status report as needed. 
    • Assist director with meeting content and nomination process for prospective Board members.
    • Serve as liaison for Board Outreach and Communications Committee. 
    • Arrange for meeting rooms; catering and/or dining reservations; reserve appropriate resources (parking, cart, laptop and projector, conference phone). 
    • Send meeting notices/reminders, confirmations, materials, and post-meeting follow up

Communication Coordination                                                                                               

  • Create and edit content for monthly email communication to parents and families; coordinate collection of information.
  • Monitor and maintain parent website and social media sites; collaborate with Digital Communications on social platform execution strategies to maximize audience engagement; participate in meetings of USD’s social media managers group.
  • With the director and chair of the Outreach and Communications Committee of the Parent Board, manage electronic media communication program and deploy social media strategies.
  • Collaborate with campus partners and Creative Services on production of annual calendar/first-year and transfer students, distributing to all new and incoming parents and families.
  • Coordinate annual Commencement information mailing to parents of graduating students. Communicate with campus administration and departments regarding Parent and Family Relations programs, priorities, and strategies; communicate with administrators for participation in various programming events.
  • Support the director with critical response during emergency or disaster situations, as needed.

Prospect Management   

  • Advance director and DOD’s fundraising efforts and encourage support of the university including: 
  • Schedule appointments with prospects and major donors; maintain the director and DOD’s calendars; manage related correspondence and data input.
  • Develop appropriate rapport with and provide direct support to prospects and major donors in the absence of the director and DOD.
  • Update confidential information (i.e. prospect codes) in internal gift tracking system to alert director and development officers to potential action.
  • In coordination with the Advancement Services, identify current and prospective major donors, generate lists, and compile prospect information for select parents, alumni, and friends.
  • Draft solicitations and coordinate mailings (i.e. Parents’ Annual Fund, President’s Club, and personalized letters from the director and DOD).

Budget Management 

  • Track and manage Parent and Family Relations’ budget and restricted accounts including:
  • Accurately reconcile expenditures and prepare budget summary on a monthly basis using Workday Financials.
  • Process and track all event revenue; reconcile event proceeds and distribute to appropriate accounts (operating, restricted, or scholarship).
  • Timely preparation and processing of all departmental business transactions (i.e. purchase orders, reimbursements, credit card reconciliations); prepare and renew service contracts.
  • Monitor expenditures, transfers, and deposits to assure sound fiscal control; troubleshoot as necessary.
  • Independently prepare itemized budgets expense summaries for major office events. 
  • Prepare budget reports, allocations, and forecasts for the associate vice president for Development.

Office Management

  • Executive-level support to director and DOD including making travel arrangements, preparing expense reports, scheduling meetings, reserving space, photocopying/scanning, etc.
  • Oversee daily office duties for department including:
  • Train, motivate, and supervise assigned student workers.
  • Respond to inquiries and concerns (phone, in-person, and email) and route as appropriate.
  • Oversee the use and order of department supplies, process incoming/outgoing mail, and maintain office records; procure giveaways, thank you gifts, and other promotional items.
  • Organize files and records of all contracts, invoices, and other electronic documents in a shared drive.
  • Generate positive environment for office; provide exceptional customer service to parents, families, and campus partners.
  • Create and update operations manual for the office as part of business continuity plan.
  • As determined by the director, perform other duties as assigned

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

 

Job Requirements:

 Minimum Qualifications

  • Requires high school diploma. Bachelor’s degree preferred. Minimum of three years administrative/executive support experience including a strong understanding of standard office procedures and best practices, equipment, and business/professional ethics. A bachelor's degree from an accredited college or university may substitute for up to two years of work experience.
  • Position requires attention to detail and excellent organizational skills; ability to perform complex clerical/accounting/bookkeeping functions independently with a minimum of supervision.
  • Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills
  • Possess an understanding of modern marketing communication techniques and heightened awareness of social media trends required.
  • Thorough knowledge of Microsoft Office and various programs (i.e., Publisher, InDesign, Photoshop, etc.); extensive experience with Microsoft Word and Excel spreadsheets. 
  • Prefer experience in maintaining long computer lists of detailed information: subscriptions or mailing list experience highly preferred.
  • Must have a positive attitude, patience, enthusiasm for the job and a sense of humor, and show maturity and responsibility while working in a professional environment. An outgoing personality with comfort in developing new relationships is preferred. 

Preferred Qualifications:

  • University of San Diego graduate preferred.

Performance Expectations: Knowledge, Skills & Abilities: 

  • Commitment to working as a member of a team and collaborate with colleagues.
  • Strong sense of integrity and ethical conduct. Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences
  • Must anticipate needs of organization and be flexible and versatile in order to contribute to evolving work situations.
  • Must be able to work independently and efficiently, take initiative, and set priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
  • Experience in writing and proofreading correspondence, reports, and drafting material for publication. Ability to effectively trouble-shoot, exercising independent judgment to accommodate the needs of the university by determining proper immediate response to resolve constituents’ (i.e. parents, students, alumni, etc.) concerns or by referring to other appropriate personnel.
  • Excellent interpersonal skills with a diverse population, including possessing the ability to develop and use empathetic listening skills, communicate with clarity, and maintain an attitude that conveys respect, assistance, honesty, and resourcefulness.
  • Ability to handle confidential donor information with tact and discretion.
  • Must be willing to work after standard work hours and on weekends for events as needed. 
Posting Salary:

$25.30 - $26.70 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

 
Additional Details:

Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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