External Relations Project Manager

California, United States
09 Nov 2018
End of advertisement period
09 Jan 2019
Contract Type
Full Time

External Relations Project Manager

Job Purpose: 

The Graduate School of Education seeks a fulltime Project Manager to join the External Relations team. At a time when the Graduate School of Education is launching several new strategic initiatives, this individual will serve a critical role in supporting the team’s needs from a data and reporting capacity. Reporting to the Senior Associate Director of Development, this position will partner with and support all functions of the GSE’s External Relations team – including development, alumni relations, stewardship and events. As a whole, the External Relations team works to strengthen the GSE’s connection with Stanford University and beyond by communicating the school’s mission to others for the purpose of increasing visibility for the work of GSE, promoting alumni engagement, broadening alumni and others’ participation in giving, and increasing total gifts to the school, many of which directly support graduate student aid, professorships, and a variety of highly respected research centers, partnerships, and emerging initiatives. The External Relations Project Manager will help the team achieve these strategic and tactical goals by establishing and implementing effective data and reporting systems and delivering administrative services. Supporting teammates who work closely with university officers, faculty, alumni and top-level volunteers, exercising the utmost discretion on highly confidential and sensitive information is critical. 

Unit Description: 

The Stanford Graduate School of Education produces groundbreaking research, model programs and exceptional leaders to achieve accessible, equitable and effective education for all learners. We envision a world where all learners are prepared to thrive in a dynamic future. Now can be a transformational time in education. There are grand challenges in education that were once out of reach. By strengthening existing programs and creating new initiatives that catalyze the distinctive scholarship of Stanford, we can grasp the greatest opportunities and contribute to solving the biggest challenges facing education. For more than 100 years, our community has been committed to rigor, daring and relevance in research and practice. We continue to build on that legacy.  

Your responsibilities will include:

75% Database Management:

  • Develop expertise in PostGrads (the Office of Development’s alumni and donor database), and the ways PostGrads can provide value to the GSE’s External Relations team.
  • Produce consumable reports and lead out on analyzing, sharing, and presenting those reports in person to individual members of the team, the team as a whole, and at times other colleagues in the GSE and colleagues across the Office of Development.
  • Create and run clearance for guest lists with colleagues in the Office of Development (OOD) in preparation for events.
  • Maintain updates to Entity Prospect Interest codes in PostGrads to help all External Relations colleagues track pipeline populations of alumni and donors.
  • Partner with development, alumni relations and stewardship colleagues to both collaborate and execute on data projects for reporting, mailing, invitation, and analysis needs.
  • As the Office of Development prepares to transition from the current database to a new one this spring, serve as a member of OOD’s change coalition team and lead the GSE External Relations team’s transition to and function in the new system successfully.
  • Other database management duties as assigned.

25% Administrative Assistance:

  • Periodically update DHIVE (a shared resource for OOD fundraisers to learn about other Stanford schools and departments).
  • Periodically update giving opportunities on the GSE website in collaboration with members of the team.  
  • Update alumni and donor information including change of address and special handling. Review salutations to allow for personalization of annual giving appeals and other alumni communications.
  • In collaboration with alumni relations colleagues, develop a plan to build the total number of GSE alumni email addresses.
  • Organize and maintain the internal External Relations shared drive and ensure documents are complete, current and stored appropriately.
  • Partner with External Relations on and at team and school events.
  • Other administrative support as needed.

Note: Not all unique aspects of the job are covered by this job description

To be successful in this position, you will bring:

  • A four-year college degree or equivalent and prior experience in a dynamic work environment
  • Knowledge of PostGrads is desirable; knowledge of Oracle/FinGate is helpful. An openness to asking questions and asking for help in order to learn more about the ways the current database and future databases can support the work of the External Relations team is required.
  • Preference for candidates who have demonstrated success working in small teams at a complex organization.
  • Strong project management and problem-solving skills, ability to participate effectively on cross-functional teams, an acute attention to detail and demonstrated effectiveness in managing multiple work assignments and projects simultaneously, often requiring close timeline management and the ability to complete work independently or through delegation and to others.
  • The proven ability to effectively use advanced functions of MS Office (Word, Excel, PowerPoint), Qualtrix survey software, email and other various standard computer applications in a work environment (such as project/prospect management programs), as well as the ability to adapt quickly to specialized computer applications.
  • Flexibility to work as part of a team or independently, as needed, to meet shifting deadlines, priorities and schedules. Ability to proactively plan for and prioritize work flow, juggle multiple projects and trouble-shoot problems as they arise.
  • Demonstrated resourcefulness, creativity, initiative and excellent listening skills. Willingness to serve on a team that welcomes managerial and peer feedback.
  • Strong interpersonal skills (tact and diplomacy) including the ability to work effectively in cross-cultural situations. A courteous and customer service-oriented manner is required.
  • Demonstrated ability to professionally represent office to donors, volunteers and staff through exceptional communication skills, both written and oral. Effectively communicate project timelines and deliverables to team members and stakeholders in a timely and clear fashion.
  • Candidates should ideally “seek out” opportunities to use technology and software programs to solve problems, analyze data and to streamline processes.
  • Prior work experience at Stanford University, in a development organization, and/or in higher education is strongly preferred. Knowledge of Stanford University and/or fundraising policies and procedures is desirable.
  • Flexibility to work long hours on an occasional basis. Candidate should be able to attend 5-10 evening and weekend programs/events through the year.
  • Knowledge of basic graphic design skills, PhotoShop, Adobe InDesign, and basic html coding is desirable.

The successful candidate will be an energetic and enthusiastic individual interested in joining a dynamic and hard-working team and a self-starter who takes initiative, likes to own projects and is able to prioritize his/her/their work. 

Job Code: 4290
 Grade: G
Exemption: 100% FTE, Exempt

Why Stanford is for You: 

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

How to Apply:

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and résumé along with your online application.

  • Finalist must successfully complete a background check prior to working at Stanford University. 
  • Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more.
  • Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.