The Alumni Chapters Program offers alumni the opportunity to stay involved with and connect to the University of California, Berkeley, Cal students, and fellow alumni. The Cal Alumni Association (CAA) is seeking a part-time manager to provide administrative support for our nationwide program. We support over 50 alumni chapters. The manager must have experience in event planning, volunteer management, and customer service. The manager must have the capacity to learn quickly how to use databases, email marketing tools, and other web-based applications. The manager must be extremely detail-oriented and be able to communicate well verbally and in written form, and be able to build relationships effectively with alumni. This position may require occasional evening and weekend hours. 

The Cal Alumni Association seeks candidates whose previous experience has prepared them to contribute to our commitment to diversity and inclusion and to increasing the participation of individuals from groups historically underrepresented in higher education. We are looking for applicants 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.

Supervision and Classification:

This position reports to our Associate Director, Alumni Chapters.

Location and Work Schedule: 

The position is located in Berkeley, CA at the Alumni House on the University of California, Berkeley campus. The position will work a hybrid schedule in line with job duties and business needs, with some time working in the office and some time working remotely.  Must be able and willing to work occasional evenings and weekends to support CAA and campus events. Please note that remote work must be performed in the state of California.

Responsibilities

Program Administration 

• Manage Chapters phone and email inbox. 
• Responsible for processing Chapters grant program requests and reimbursements.
• Collect and manage annual renewal documents: financial statements and membership documents for submission to internal partners as required i.e. data and accounting. 
• Support Chapters in using the event toolkit to plan their events. 
• Develop and maintain filing systems and other administrative processes for the department.
• Participate in strategic and operational discussions about the Chapters program as needed. 

Data Management, Marketing, and Communications

• Oversee and support Chapters marketing and communication using 360Alumni (tech platform) and support Chapter leaders in utilizing this tool.
• Manage and produce monthly Chapters Newsletter.
• Collaborate with Chapter leaders to maintain the Berkeley Calendar event listings.
• Oversee all updates, changes, and website needs for the Grant Program.
• Create and maintain accurate Chapter leadership board and membership lists and provide updates to the CAA data team.
• Collect and submit Chapter event attendee reports and membership updates to CAA data team.
• Manage updates to Chapters section of the CAA website.
• Manage content and updates to individual Chapters webpages.

• Calendar and support marketing all Chapter events and programs.
• Order and maintain Chapters event supply inventory and giveaways.

Required Qualifications

• 2 years customer service experience required, with volunteer management or community building experience a plus.
• 2 years event planning experience required, using online event management applications a plus.
• 3-5 years of work experience in an administrative role.
• Professional presentation, demeanor, conduct, and performance with the proven ability to build and support diverse communities and interact with a variety of constituencies including alumni, staff, students, volunteers, guest speakers, donors, and VIPs. 
• Strong communication skills in writing, on the phone, and in person. Ability to write on-brand, relatable and engaging content that aligns with CAA’s brand and editorial standards. Strong editing and proofreading skills with strong command of English language, including grammar, syntax, and punctuation.
• Excellent computer skills using Microsoft Office and Google applications; ability to use learn and complex databases, CRM systems, reporting functions, virtual meeting applications, online event planning and survey management tools. Technically capable with a desire to improve and streamline processes. Ability to learn and use UC Berkeley’s CADS database.
• Ability to manage and prioritize multiple projects at the same time in a fast-paced environment, learning and adapting quickly. Ability to work independently, and with teams, with minimal supervision. 
• Able to lift/push/pull up to 25 pounds and willing to move equipment and supplies.
• Ability and willingness to work occasional evenings and weekends to support CAA and Campus-wide events in addition to assigned work-shift
• Must submit to and pass Consumer Report and FBI/DOJ fingerprint background investigations

Preferred Qualifications

• College graduate
• Experience working with volunteers
• Knowledge of the alumni engagement industry or strong interest in alumni engagement
• Experience with CRM (customer relationship management) technologies, preferably CADS (Cal Advancement Data System)
• Familiarity with UC Berkeley and/or the Cal Alumni Association

Salary and Benefits

This is a professional part-time, non-exempt position with a pay rate of $30-36 per hour, working 20 hours per week. The Cal Alumni Association offers a 403(b) plan with a company match and access to campus parking. CAA staff, while not University of California employees, are eligible to participate in many professional development courses, programs, and discounts offered by UC Berkeley. CAA is a friendly, team-centered, and professional environment, and we are committed to creating a culture where all staff feel welcome.

To Apply

Email your resume and cover letter to recruiting@alumni.berkeley.edu with Program Manager, Alumni Chapters in the subject line. Attachments must be in either MS Word or PDF format. This position will remain open until filled, however, we encourage you to submit your materials for consideration by Tuesday, October 22, 2024.  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.

First Review Date

Tuesday, November 5, 2024

Our Operating Principles

We are especially interested in hiring a candidate who will commit to building a workplace that:

• Fosters personal accountability and empowerment
• Inspires personal integrity and a commitment to ethical standards
• Builds trust and mutual respect
• Fosters effective communication
• Conducts work that is inspirational, innovative, forward-thinking and adaptable
• Reinforces teamwork
• Offers constructive feedback and coaching
• Shares a common commitment to vision/goals
• Nurtures a positive outlook
• Affirms diversity
• Allows for an aesthetic, healthy and accommodating physical workspace.

Benefits

For Our Full-time Employees:

CAA offers an excellent health care and supplemental benefits packages, 403(b), a generous paid time-off benefit, and more. We have a friendly, relaxed but professional environment, and we pride ourselves on our team approach.

Health Care Benefits:

• CAA employees are required to contribute 10% of their total medical premium for the employee and 20% for any eligible dependents.
• CAA pays 100% of the premiums for Dental and Vision benefits for the employee and any eligible dependents.

Paid Time Off Benefits:

• Vacation: 16 days/year for first 2 years of service, 18 days/year after completing 2 years of service, 21 days/year after completing 5 years of service.
• Sick time: 12 days/year
• Holidays: 11 total per year
• Paid time off between Dec 26 and Dec 31
• Birthday Holiday: 1 Day off

Professional Development:

• As affiliates to UC Berkeley, CAA employees are eligible to participate in many of the on-campus professional development workshops, seminars and professional networks available to UCB employees. Please note that this does not include undergraduate or graduate courses offered to students.
• CAA has a partnership with UC Berkeley Extension that offers our employees a discount on enrollment fees.

Financial Benefits:

• 403(b) retirement savings plan with a company match
• Supplemental Insurance with 100% of premiums paid by CAA:
  • Life Insurance
  • AD&D Insurance
  • LTD Insurance
• Option to purchase supplemental insurance plans from AFLAC

Commuting and Parking:

• If you’re a commuter, consider taking advantage our pre-tax public transit commuter benefit. You can load your Clipper Card or pay public transit fare with pre-tax dollars.
• Cal Bear Pass: Take advantage of UCB’s partnership with AC Transit. The partnership offers a cost savings of up to 70% off the standard monthly bus pass rate! CAA employees are eligible to purchase an AC transit pass at the faculty/staff discount rate with pre-tax payroll deductions.
• UCB Campus Parking Permit: As affiliates to UCB, our CAA employees are eligible to purchase a campus parking permit at the faculty/staff discount rate with pre-tax payroll deductions.

Access to Campus Programs and Discounts:

• Eligible to join the Recreational Sports Facility (RSF) at the Faculty/Staff discount rate
• Special campus events
• Free admission to the University Art Museum
• Discount tickets for Cal Performances, Pacific Film Archive, and Hertz Hall
• AirBears: wireless internet access on campus