Position Information

Payroll Title: Blank Assistant 3

UC Job Code: 4722

Job Open Date: 2/27/23

Application Review Begins: 3/14/23; open until filled

Department Code (Name): EAPQ (EDUC ABROAD PROGRAM LOC Q)

Percentage of Time: 100%

Union Code: CX (Clerical)

Working Days/Hours: M-F; 8am - 5 pm Pacific Time or Similar Schedule

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Eligible for Remote or Hybrid

Special Instructions

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

Department Marketing Statement

The University of California Education Abroad Program (UCEAP) is committed to promoting excellence through diversity, equity, and inclusiveness. In keeping with the academic mission of the University of California, UCEAP recognizes that diversity is integral to the University’s achievement of excellence and strives to create an environment that is welcoming for all. UCEAP upholds the principle of equal opportunity for all and adheres to the University of California Diversity statement. Through international academic experiences, UCEAP inspires students to explore and transform their lives, UC, and the world. Since 1962, UCEAP has served as the UC systemwide study abroad program, supporting this mission and serving over 100,000 students across all 10 UC campuses and over 30,000 international exchange students. UCEAP typically has over 6,000 student participants annually and is active in over 40 countries worldwide. Sustained by strong academic excellence, spirited faculty collaboration and an interrelated support system, UCEAP produces future global citizens and thought leaders. www.uceap.universityofcalifornia.edu

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

Under the general supervision of the Assistant Director of Scholarships and Alumni Engagement and through collaboration with the Director of Alumni Engagement and Development, the Scholarship and Alumni Engagement Coordinator supports all policies, procedures and projects relating to the administration of UCEAP scholarships and engagement programs. Collaborates and assists with supervisor in the identification, cultivation, solicitation and stewardship of prospects and donors for scholarships. Supports the long-term and immediate strategies for the engagement and stewardship of UCEAP alumni and donors. Works directly with alumni and donors to establish and build relationships that will benefit current students and optimize philanthropic support. Provides administrative support, which includes but is not limited to, scheduling appointments, travel arrangements, directing critical calls, updating databases, and handling confidential, high profile, and time sensitive matters involving donors and prospects, campus administrators, faculty, staff, collaborating institutions, and the community. May be called upon to work occasional evenings and weekends at various fundraising or alumni engagement events, or at workshops for scholarship applicants.

Minimum Qualifications

• Highly proficient in Excel and Word including mail merging and data manipulation.

• Demonstrated ability to quickly learn various software programs.

• Strong professional and organizational skills with excellent attention to detail and accuracy.

• Exceptional verbal and interpersonal skills that foster positive relationships with diverse populations.

• Ability to work independently and as part of a team.

• Ability to maintain strict confidentiality as required.

• Ability to prioritize duties and achieve planned goals for a complex program.

• Ability to work under tight and shifting deadlines.

• Demonstrated initiative and creativity; ability to effectively solve problems and demonstrate sound reasoning and judgment.

• Ability to establish and maintain cooperative working relationships with various student finance supervisors, financial aid officers, and campus EAP offices.

• Good writing skills (grammar, composition, proofreading) to produce accurate work products.

• High School Diploma or GED.

• Experience with PowerPoint.

Preferred

• AA or BA/BS Degree or equivalent experience and/or training.
• Experience with Raiser's Edge & Award Management
• Experience with public speaking

Special Conditions of Employment

• Satisfactory completion of a conviction history background check

• Work location is flexible-remote, hybrid, or on-site arrangements are available. Pacific Time zone is preferred; flexible schedule that aligns with core business hours, Pacific Time, will be considered. May be called upon for occasional travel in California, to work evenings and weekends at various fundraising or alumni engagement events, or at workshops for scholarship applicants.

• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties

• 50% Scholarship Strategies and Administrative Coordination - Maintains and follows all policies and procedures for UCEAP scholarship programs. Helps to manage the processing of scholarship applications and the process relating to the distribution and tracking of scholarships within the scholarship database. Responsible for the transfer of data between the scholarship and alumni systems. Provides coordination and maintenance for content on UCEAP Scholarship website. Drafts new content for the website and maintains existing materials. Coordinates training events and materials for scholarship program. Helps develop and promote methods to increase participation in the scholarship review process. Uses MS Excel to create, produce, share, organize and analyze relational data. Assesses priorities and resolves conflicting requests. Provides coordination of projects and activities, and administrative support for unit.

• 40% Alumni Engagement and Development Coordination - Under the direction of the Alumni Engagement and Development Director, is responsible for the maintenance of alumni records, including biographic, education and giving data. Completes processing of gifts and maintenance of donor gift records and documentation. Prepares and writes gift receipts and donor acknowledgements. Supports a comprehensive scholarship fundraising program that engages alumni in life-long relationships with UCEAP, including an integrated and prioritized set of alumni activities and initiatives. Communicates and builds relationships and engagement opportunities with alumni volunteers and scholarship readers. Discretely and professionally handles sensitive information and complies with all appropriate UC, UCSB and UCEAP policies and procedures. At the direction of the Assistant Director, assists in planning and hosting regional and local events and projects as assigned. May be asked to travel and assist with scholarship and alumni events throughout California. Manages event details, including responses, name tags and other event related tasks. Maintains event attendance in alumni database. Prepares executive level correspondence and compiles data for various business and research purposes. Makes travel, entertainment and meeting arrangements for Assistant Director and Director. Supports engagement and stewardship efforts with student, alumni and volunteer stories and items of interest. Collaborates with student workers and other unit interns as assigned.

• 10% Special Projects and Other Duties As Assigned - Completes special projects and other duties as assigned by the Associate Director or Director. Supports strategic plan projects and activities, as assigned, in support of Scholarship and Alumni Engagement initiatives.

• UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Amendment https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• 
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