Job Details

Strategic Programs Manager, Office of the Provost

Position Number: 7023589
Location: Santa Clara, CA
Position Type: Academic Vice Presidents and Provosts

Strategic Programs Manager, Office of the Provost

Position Title:
Strategic Programs Manager, Office of the Provost

Position Type:
Regular

Hiring Range:

$41.06 - $49.27 / hour; Compensation will be based on education, experience, skills relevant to the role and internal equity.

Pay Frequency:
Hourly
POSITION PURPOSE

The Strategic Programs Manager provides high-level and direct programmatic support to the Provost's leadership team & their strategic external partners. This role supports cross-organizational initiatives related to new academic and operational developments.

This role requires a level of professionalism consistent with the stature of a position supporting the chief academic officer within the University.

This is a 0.5 FTE, benefits-eligible position, scheduled to work about 20 hours a week.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Support for University and Strategic Partner Leadership (70%)

Provide high level programmatic support, utilizing tact, diplomacy, discretion, and confidentiality as required on a variety of complex and sensitive issues.
Conduct research, including gathering and analyzing source and background materials; consult with various University personnel to gather institutional data; develop summaries and briefings of data as required.
Prepare and maintain data, records and documents associated with meetings, as assigned by the Leadership Team and Community Partners as well as confidential documents.
Manage special projects on behalf of University leadership & strategic partners expedite the successful and timely implementation of initiatives and emerging programs.
Develop the lifecycle of special projects on behalf of University leadership, from initial concept through to implementation and post-launch evaluation.
Develop comprehensive project documentation, including timelines, schedules, and resource maps.
Consult, interact, and collaborate with faculty, other internal/external staff, and/or consultants regarding high priority projects.
Manage busy and constantly changing calendars of meetings, events, and travel of the Leadership Team and Community Partners.
Coordinate meetings, communications, and follow-up actions across University and external partner teams.
Oversee strategic communication plans (linked to specific audiences, channels, and timelines) and identify new channels to improve resource sharing
Demonstrate initiative to generate a daily schedule and work flow, the PM will represent the Provost's Office in relationships
between academic, operational, and external partner stakeholders.
Support the work of search committees, including committee meeting coordination, candidate communication, logistics of campus interviews, etc.
Draft routine correspondence and presentation materials.
Manage documents and electronic file sharing systems.

Planning and Support of Provost's Leadership Team Meetings and Significant University Events (30%)

Develop drafts of agenda and meetings minutes. Distribute materials to participants for meetings convened by the Provost's Leadership Team and Community Partners .
Plan, manage, and oversee scheduling and logistics for meetings hosted by the Provost's Leadership Team. These include extensive committee meetings with community partners, senior administrative leaders, faculty, and staff.
Provide staffing support to University committees as assigned.
Develops timelines and coordinates the logistical planning and implementation of key events, including working with campus catering, Media Services, and Facilities, and other campus support units as necessary to execute events.

Other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.

Knowledge

Understanding of higher education and academic administration.
Familiarity with Santa Clara University organizational structure, particularly campus offices that interact with the Provost's Office.
Familiarity with large operational or healthcare systems, or similar complex multi-site organizations.
Understanding of the values and ideals of Jesuit education.

Skills

Skill in establishing and maintaining cooperative and effective working relationships within the Office of the Provost; with all levels of students, faculty, administrators, staff; and with external parties.
Skill in handling multiple tasks simultaneously, ensuring follow through, prioritizing on-going tasks and projects, and being flexible and responsive to unexpected shifts in workflow.
Superior organizational, planning, and prioritization skills.
Skill in drafting business correspondence, minutes, and briefings.
Skill in gathering information for briefings that may include compiling materials from various sources and fact-finding.
Critical thinking and problem-solving skills.
Exceptional interpersonal, oral, and written communication skills.
Demonstrated record of sound judgment.
Strong customer service and diplomacy skills.
Advanced level computer skills using the Microsoft Office Suite and Google Workplace Applications. Experience with Workday and web publishing tools such as Terminal 4, is preferred
Proficiency with AI-assisted productivity tools (e.g., generating meeting minutes, drafting summaries, preparing correspondence, managing information, and optimizing workflows using secure, approved AI tools).

Abilities

Ability to take initiative and work independently.
Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy.
Ability to provide high level of attention to accuracy and detail.
Ability to work with diverse students, faculty, staff, administrators and other stakeholders.
Ability to reflect, articulate and promote the mission, vision, and identity of the University.
Ability to identify opportunities to streamline administrative processes using AI-enabled solutions while maintaining confidentiality, accuracy, and compliance with institutional policies.

Education

Bachelor's Degree required or equivalent related experience.

Years of Experience

Minimum of five years of experience in an administrative office; experience in an academic administration or higher education preferred.

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within the Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors, or suppliers.

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment
Mostly indoor office environment
Offices with equipment noise
Offices with frequent interruptions

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Strategic-Programs-Manager--Office-of-the-Provost_R7235