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College Relations & Development Associate (4722C) - 24836

Employer
University of California, Berkeley
Location
San Francisco

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College Relations & Development Associate (4722C) - 24836 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

UC Berkeley College of Chemistry's College Relations & Development department develops and executes external relations and fundraising events, communications, and activities to engage the College's 17,000+ living alumni and 5,000+ current students, parents, faculty, staff, and friends. The College Relations & Development Team consists of 9 full-time staff members that develop and implement the College's major gift fundraising, annual giving programs and campaigns, gift/fund administration, donor acknowledgements and stewardship, marketing and communications, volunteer programs, and events. The College Relations & Development Team annually raises 4,000+ donations totaling $25+ million in support for the College of Chemistry at UC Berkeley.

Reporting to the Assistant Dean of College Relations & Development, the College Relations & Development Associate provides administrative and operational support to our department, team, individual staff, engagement opportunities (communications, virtual & in-person events, mentorship programs, alumni/advisory boards, etc.) and fundraising campaigns (giving days, student campaigns, annual fund appeals, major gift proposals & receptions, etc.). Our College Relations & Development Team consists of 9 professional staff members and several (2-4) student workers (one of whom the Associate may oversee).

Our Associate must be a team player who is comfortable accepting and prioritizing tasks from multiple people, and capable of providing exemplary service in a highly professional and demanding customer service environment. Our Associate must have experience with learning and helping teams adhere to (campus) policies and procedures and learning and becoming an expert on various technological tools, platforms and systems, and generally have an enjoyment of improving operational and administrative systems and outcomes. This person must possess strong written and verbal communication, multi-tasking, organizational and customer service skills, high competency utilizing MS Office Suite (Word, Excel, PowerPoint), Google Office Suite (Google mail, calendar, drive, docs, sheets, forms, etc.), donor databases (CADS, Razor's Edge, Salesforce), purchasing/financial systems (BearBuy & TVS), event invitation and mass communication tools (Salesforce Marketing Cloud, Google E-Mail Merge, etc.), and other creative tools (Illustrator, PhotoShop, etc.). Our Associate must be able to collaborate and communicate effectively and professionally with colleagues, students, undergraduate parents, alumni, faculty, corporate partners, volunteers, donors, prospective donors, and high-level executives on our Advisory Board. Our Associate will share accountability for ensuring the success of our engagement and fundraising programs.

In particular, our Associate oversees scheduling of meetings, booking travel/entertainment, making reservations for events, meetings and donor/prospect visits, administering purchase orders and vendor payments, purchasing and travel-entertainment reimbursements, mail and e-mail merges, gift acceptance logs, researching prospects, updating donor records in CADS, virtual and in-person event support, editing communications and website content, processing donor/gift acknowledgements, light writing, and other detailed support functions.

Our College Relations & Development Associate has the flexibility to work remotely, however our Associate must be physically located near Berkeley to come into the office weekly on Wednesdays and to occasionally work evenings and weekends to support virtual and in-person events.

Application Review Date

The First Review Date for this job is: October 18, 2021

Responsibilities

Event Planning & Support:
  • Developing and executing event invitations and registrations utilizing CADS (Campus Alumni/Donor Database System), Salesforce/Marketing Cloud, and Paperless Post, including managing invitations and registration/attendees lists and administering e-mail invitations.
  • Assisting with event planning (reserving spaces/venues on/off campus, requesting bids from vendors), preparations (developing and printing nametags, gathering materials), logistics (rentals, vendors, etc.), set-up, day-of registration, AV/Zoom tech support, close/clean-up and post event surveys.
  • Events include virtual and in-person galas/dinners, college celebrations, conferences, talks/discussions, board meetings/dinners/receptions, social/networking events and niche/regional donor receptions that engage our students, parents, faculty, staff, alumni and donors.
  • Events involve occasionally working on evenings and weekends and in-person on campus and off-campus at various venues.
  • Donor-Gift Acknowledgments (MS Word/Mail Merge)
  • Edit and re-write donor-gift acknowledgment letters.
  • Set up templates and mail merge processes and systems to accurately produce personalized donor/gift acknowledgement letters using MS Word mail merges. Seek fundraiser input/review on letters.
  • Print and mail acknowledgment letters in a timely fashion.

Purchasing, Contracts & Reimbursements:
  • Ensure that our department and staff adhere to campus policies related to purchasing, contracting outside vendors, and travel-entertainment reimbursements. Make purchases via Amazon Business for the College Relations & Development Team utilizing the campus' purchasing system (BearBuy) and credit cards (BLU/Event) and reconcile credit cards statements with purchase invoices/receipts (BFS). Develop purchase orders (contracts) with outside vendors for rendered services utilizing BearBuy, administering payments and auditing/resolving unpaid invoices. Manage vendor relationships regarding payment set up. Process travel and entertainment reimbursements for College Relations & Development Team utilizing the campus' reimbursement system. Ensuring the College Relations & Development Team is abiding by the campus' accounting policies and guidelines, and collaborating with accounting and Campus Shared Services to resolve any purchasing, purchase order/contract or travel reimbursement issues.

Marketing & Communications Support:
  • Proof read, edit and perform light re-writing of CR&D's communications and websites.
  • Administer mass e-mail communications via Salesforce Marketing Cloud or Google E-Mail Merge.
  • Audit and update websites and materials.
  • Assist with various marketing and communication projects and fundraising proposals.
  • Prospect Research/Bios & Database Updates (CADS)
  • Research donors on campus donor database (CADS & Salesforce) and on the internet (Google searches, LinkedIn Sales Navigator, People Finder, etc.) and summarize findings in VIP Bios and update info in CADS.
  • Capture event attendance data and attendees affiliation/interest data in CADA.
  • Capture and update biographical, professional and contact data in CADS.
  • Conduct various alumni and prospect research and data update/acquisition assignments.

General Department, Team & Staff Support:
  • Schedule, plan, and help administer team and donor/prospect meetings and retreats - including booking travel, meeting rooms, ordering food/beverages, setting up projectors/flipcharts, taking meeting notes, and participating in meetings/discussions.
  • Organize team's workspace, inventory of materials, equipment and supplies, and on-site and off-site storage areas/units.
  • Help schedule donor visits and capture meeting notes in CADS.
  • Make travel and entertainment arrangements for major gift officers, including international and domestic travel. Help plan for and orchestrate visits/trips, including hosting parties of visitors.
  • Help develop pitch decks in PowerPoint/KeyNote to present case for major gift support of campaign priorities.

Customer Service:
  • Serves as the first point of contact for the College Relations & Development Team by fielding inquiries to the main phone lines and e-mail addresses.
  • Oversees LinkedIn Alumni Group new member requests, verifying affiliation with College of Chemistry on CADS, and approves membership requests.
  • Handles special projects/assignments involving direct interaction with Chemistry alumni, students, parents, faculty, staff, friends, volunteers, donors, and corporate sponsors.
  • Interacts directly in-person and by phone and e-mail with students, alumni, parents, faculty, staff, friends, volunteers, corporate sponsors/partners and donors, including at events and meetings.

Career Development:
  • Attend classes which will enhance expertise in job areas.
  • Serve on departmental and campus-wide committees as appropriate.
  • Participate in activities that enhance the campus community and/or larger community to further University service.
  • Maintain knowledge of business processes in order to provide back up to other support staff.

Required Qualifications
  • Experience with mastering administrative functions and operational systems in a complex organization and bureaucratic environment with often times lengthy and confusing policies, procedures and guidelines that must be followed.
  • Experience with supporting in-person and virtual/online events - booking venues, contracting vendors (food/beverages, Audio/Visual, florists/decorations, etc.), setting up events, managing registration and welcoming guests, supporting events virtually on Zoom or on-site for in-person events, breaking down events, and helping with post event surveys and analysis.
  • Experience with administering purchasing using Amazon business accounts and corporate credit cards, reconciling purchases with invoices and payments, establishing purchase orders/contracting vendor services, and processing travel and entertainment reimbursement using employer's purchasing/reimbursement systems and according to employer's purchasing/travel-entertainment policies.
  • Experience managing variable print mail and e-mail merge projects to process highly personalized gift/donor acknowledgement letters and event name tags with extreme accuracy and attention to detail.
  • Experience working with large and complex data files and donor databases (CADS, SalesForce, Razor's Edge) that include confidential information that must be handled with discretion and according to data security protected policies and guidelines.
  • Experience with calendaring and scheduling complex meetings involving staff across our College and University and external alumni and donors who may use personal assistants to manage their calendars.
  • Experience serving as a main point of contact and interfacing with students, faculty, parents, alumni, donors, and volunteers in a customer-service environment.
  • Ability to comprehend and ensure proper application of campus policies and guidelines.
  • Good organizational, analytical, critical thinking, and creative problem-solving skills.
  • Keen attention to detail, accuracy and timelines.
  • Intermediate to advanced computer skills including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Office Suite (Gmail, Calendar, Drive, Docs, Sheets, Forms).

Marketing Cloud/Mass E-Mail Marketing Tools:
  • Excellent command of contemporary office hardware (computers, printers, projectors, conference phones, etc.).
  • Excellent project management skills, including meeting deadlines and responding to inquiries and/or requests in a timely manner.
  • Ability to remain current and help with changes to systems, processes and policies.
  • Demonstrated effectiveness working in a fast-paced, highly professional, demanding and service-oriented environment.
  • Excellent written and verbal communication skills, particularly in a professional business environment, including ability to edit and lightly re-write content.
  • Excellent customer service and inter-personal skills, and ability to serve as the first point of contact for our school to our students, alumni, faculty, parents, volunteers and donors by phone, email, and in-person.
  • Must be team-oriented, possessing the ability to effectively work with diverse populations, take direction from multiple (up to 8) supervisors and directors, and collaborate with colleagues, subordinates, and outside vendors.
  • Ability to work independently and as a member of a team with minimal supervision.
  • Demonstrated record of reliability including excellent attendance and punctuality.
  • Available to occasionally work evenings and/or weekends in order to support events and retreats.
  • Available to work in-person in the office at least one to two days per week.

Preferred Qualifications
  • Experience in an academic environment, particularly annual giving and/or alumni relations.
  • Experience with and demonstrated effectiveness in using development-related databases such as Raiser's Edge, Salesforce and CADS.
  • Detailed knowledge of or ability to quickly learn University purchasing policies and procedures.
  • Training and proficiency in financial platforms related to processing purchases and reimbursements, including purchase order creation, vendor payments, and preparation of travel and entertainment vouchers.
  • Experience in event planning, volunteer management, e-mail marketing, online surveys tools, web searches, and creative tools (Illustrator, Html, etc.)
  • Supervisory or lead experience, including hiring, training, setting tasks and priorities, and applying corrective supervision is preferred.
  • Working knowledge of fundraising, donor relations and public relations concepts, principles, procedures and techniques.
  • Working knowledge of or ability to quickly learn the campus, its vision, mission, goals, objectives, achievements and infrastructure.
  • Working knowledge of applicable laws, rules, regulations, policies, et cetera.

Salary & Benefits

This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range $31.46 - $32.89, Steps 10.0 - 11.0.

For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=24836&PostingSeq=1





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