Programs Coordinator

Position Number: 40071856

Payroll Title: ALUMNI EXTERNAL REL SPEC 2 (006298)

Job Code: 006298

Job Open Date: 1/8/25

Application Review Begins: 1/24/25

Department Code (Name): ALUM (ALUMNI AFFAIRS OFFICE)

Percentage of Time: 100

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 19

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.07 to $30.00/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $28.07 to $48.28/hour.

Work Location: Mosher Alumni House

Working Days and Hours: Monday-Friday, 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The UCSB Alumni Association/Office of Alumni Affairs seeks to serve and involve UCSB alumni and students; to enlist alumni talents in the preservation and promotion of UC Santa Barbara's image, tradition, pride and status as a world-class university. This occurs through a wide range of activities that promote the framework for building the strong support and lasting relationships with UCSB alumni. The UCSB Alumni Association is 501C3 non-profit corporation comprised of dues paying members and a board of directors. The Office of Alumni Affairs is a department within UC Santa Barbara's Division of Institutional Advancement, which works to further public understanding and recognition of UC Santa Barbara and its important mission as a leading research university, and to develop support for the institution, politically as well as financially.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC.

Brief Summary of Job Duties:

The Programs Coordinator is responsible for the implementation of Alumni Association programs, numerous regional events, and the All-Gaucho Reunion. The Programs Coordinator must work collaboratively across multiple departments and divisions including the central development office as well as with the various schools and units with the intention of building program partners, increasing capacity and use of the Gaucho Network, and recruiting participants for alumni/student activities intended to foster philanthropy and engagement. The Programs Coordinator will provide assistance with researching, analyzing, developing, implementing and executing programs and events designed to engage students and alumni. The Programs Coordinator uses strong written communication skills to assist with marketing materials and copy writing for the website and social media. Using strong organizational communication, and relationship building skills, ensures that long-term relationships with alumni are fostered and enhanced by all program offerings and opportunities for volunteerism. The Programs Coordinator is responsible for coordinating and facilitating meetings with alumni affinity and regional groups and provides event management support for in person and virtual social and professional networking events.

Required Qualifications:

• High School Diploma
• 1-3 years Marketing and communications experience
• Proficient knowledge of MS Office, Google Workspace, Canva, and ability to quickly learn various software programs.
• Ability to work under pressure and independently meet deadlines
• Graphic design experience
• Project management skills
• Social Media expertise

Preferred Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years Progressive experience in coordinating, planning, and organizing the administrative and operations of an educational program preferably in an educational setting
• 1-3 years Event planning experience

Special Conditions of Employment:

• Must be able to work occasional evenings and weekends to staff events.
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

Job Functions and Percentages of Time:

• 40% Program Coordination - Responsible for event planning and implementation. Major duties include general event coordination: research event locations and approved vendors, communicate with vendors and service providers, assist with the design of marketing materials and public relations efforts, manage event calendar, create online event registration forms, manage reservations, payments and confirmations in compliance with policy and audit requirements, answer inquiries and questions regarding events, assist with event follow up emails and post-event analysis. Sets up and manages logistics for in-person events as well as online webinars and events using Zoom. The Programs Coordinator is responsible for regular meetings with any campus department that collaborates with Alumni Affairs on events. Ensure all campus partners submit their marketing materials for use on the website, Eventbrite registration and email communications. Develops content for the events section of the monthly @UCSB newsletter and for UC Santa Barbara Magazine.

• 10% Digital/Database Management - Update alumni records. Pull alumni contact lists from the Advance database to support targeted communications. Ensure event activity codes are created for each event and records are updated in the database to track participation and engagement. Verify alumni status for alumni benefit purposes. Engages with alumni's social media platforms

• 20% UCSB Partnership Engagement - Works with the Programs Director to develop relationships with faculty, staff and student organizations across the university to position Alumni Affairs as a valuable resource and partner in the UCSB community. Works with established campus partners to create opportunities for their alumni to engage with their department in a structured program format which allows for outcomes to be quantified for both Alumni Affairs and the partnering department. Convenes Gaucho Network information meetings and sessions with departments and campus groups for the purpose of increasing alumni and student engagement in the Gaucho Network.

• 30% Volunteer/ Intern Management - Oversees volunteer/alumni recruitment and volunteer management at Alumni Affairs events. Manages, engages, convenes meetings and elevates the work of alumni groups including Ole Regional Groups, Chican@/Latinx Alumni Network, Black Alumni Network, AAPI alumni and more. Student Interns: Assists the Programs Director with the recruitment, hiring, training and supervision of student interns. Ensures proper implementation of University personnel policies and procedures.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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