Xilinx Education Project Administrator
Silicon Valley Community Foundation - Mountain View, CA

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JOB SUMMARY Reporting to the Silicon Valley Community Foundation vice president of business services, this individual will be responsible for supporting the Xilinx Corporate and Community Engagement Program on its new education project, which is aimed at advancing improvements in the area of Public-Private Partnerships benefitting education. This individual will be the primary in-house presence and resident “control center” for the project and will also provide administrative support for all elements of the global program. In addition to responsibilities for the SVCF Xilinx account, this individual will also support the community foundation as part of the externally focused business services team. This individual will be responsible for supporting the strategy that seeks to establish Silicon Valley Community Foundation as the premier philanthropic partner for charitably-minded individuals and institutions.

Full-time - 40 hours per week

Wage commensurate with experience. (FULL TIME/NON-EXEMPT)

RESPONSIBILITIES – Xilinx Account – 32 hours (80%)
  • As part of an integrated team and working closely with a wide range of senior leaders and community partners, the Project Administrator will be involved in:
  • The planning and coordination of all logistical details for meetings and special events (both on and off site).
  • Managing multiple organizational planning calendars; scheduling phone, in-person, conference, and videoconferencing meetings and appointments for multiple participants.
  • Facilitating communication within and coordinating the work of the internal team and the improvement communities.
  • Making complex travel arrangements that may involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements).
  • Preparing and following up on necessary expense reimbursement reports. •
  • Assisting with the development of procedures and tools to closely monitor the program’s schedule, timetable, and performance with respect to progress and deliverables, keeping the project and its partners on track with all deadlines.
  • Coordinating and arranging for all technology needs, including the use of video conference equipment, WebEx and other similar tools.
  • Assisting in the compilation of data for the completion of the upcoming GRI report to senior management and external audiences on a timely basis by monitoring, collecting, copyediting, and compiling components of the report prepared by internal and external partners.
  • Designing, organizing and maintaining the program’s files — both paper and electronic.
  • Providing high level administrative support for the program and contributing to the collaborative administrative support team.
RESPONSIBILITIES - Silicon Valley Community Foundation – 8 hours (20%)
  • Assist with the overall coordination and support of SVCF’s partnership with Xilinx by partnering with the other corporate philanthropy managers supporting their philanthropic work.
  • Attend training sessions and meetings as required.
  • Stay informed and updated on current corporate philanthropy trends and best practices.
  • Work with fellow business services staff as needed to accomplish department goals.
  • Stay informed and educated about legal, accounting, investment and technology issues as they relate to charitable giving and grantmaking regulations and best practices.
  • Other duties as assigned.
  • The ideal candidate will be extremely well-organized, gracefully assertive, and possess strong interpersonal skills. In addition, s/he must:
  • At least three years of progressively increasing responsibility is required in the performance of the position’s activities as described above.
  • Strong experience coordinating all logistical aspects of events and working in team formations.
  • Must have strong computer software (Microsoft Word, Excel, Outlook and PowerPoint) and technology skills (video-conferencing equipment, WebEx, HTML a plus) as well as be comfortable helping others learn the skills.
  • Must have strong verbal and written skills; must be able to communicate effectively, both one-on-one and in larger groups, with diverse internal and external constituents.
  • Must have excellent, demonstrated organizational skills, and be able to track and meet multiple timelines; must be very flexible and comfortable working in an environment with a high degree of ambiguity where processes and targets are evolving.
  • Must be extremely detail oriented and have meticulous proofing skills in the areas of grammar, punctuation, as well as consistency of layout, format and style.
  • Interest or experience in the field of education or in nonprofit organizations is a plus, but not required
  • Bachelor’s degree preferred. Students currently enrolled in an accredited university may apply. Please note expected graduation date.
  • Be highly dependable and able to determine and ask the necessary questions to follow through on any given assignment in an effective and timely manner.
  • Exhibit sound judgment and be pleasantly assertive, dependable, and task-oriented; must display strong initiative, be willing to help wherever needed, and be willing and able to learn new processes, concepts, software, etc. quickly.
  • Be able to work collaboratively and harmoniously as a member of close knit and highly collaborative program and administrative support teams, creating a sense of collaboration while being sensitive to diverse opinions and personal styles.
WORK ENVIRONMENT / PHYSICAL DEMANDS The work environment characteristics and the physical demands described here are representative of those an employee encounters while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; and talk or hear. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work performed by the incumbent in this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills.

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