Program Manager, Travel Lecturer Engagement - Berkeley - Cal Alumni Association

Description

The Cal Alumni Association (CAA) provides all Cal graduates with rewarding connections to the university, to fellow alums, and to current students.

Founded by the original graduates of the University of California in 1872, the Cal Alumni Association today represents more than half a million alums living throughout the world.

Our mission is to cultivate a lifelong relationship with our alma mater by connecting and inspiring alums, students, and the campus community through meaningful and inclusive opportunities.

We foster a culture that celebrates diversity, creates a sense of belonging, and advances equity.
Program Manager, Travel Lecturer Engagement
Cal Discoveries Travel Program

Cal Alumni Association is seeking a customer-centric professional to join Cal Discoveries Travel, our educational travel program serving alumni, faculty, and friends of the University of California, Berkeley.

Position overview:

Our trips are primarily hosted by UC Berkeley or UCB Alumni faculty lecturers who lend their subject matter expertise to our trips based on geographic region, academic interest, and personal experience.

The Program Manager, Travel Lecturer Engagement is primarily responsible for the research, recruitment, assignment, and management of faculty lecturers to enhance the CDT program and traveler experience.

In addition, this role serves as primary backup to our Program Manager, Guest Service & Administration, supporting reservations processing, front-line customer service, traveler communications, database integrity, and general administrative support.

The role also provides ongoing program-level and guest-facing support, including pre-departure briefings, post-trip evaluations, event coordination, and maintenance of trip components and systems that support the delivery of CDT programs.

As capacity allows, the Program Manager supports program growth and engagement through relationship-building with alumni chapters and campus partners, and initiatives that connect travelers with the broader Cal alumni community.

Potential growth opportunities in this position could include designing post-trip outreach that strengthens traveler loyalty using lecturer insights, or developing online educational content tied to trips in collaboration with our lecturers.

These are example only; the role may expand to include other innovative initiatives over time.

Supervision:
The Program Manager position reports to the Senior Director, Cal Discoveries Travel.

Location and Work Schedule:
The position is located at Alumni House in Berkeley, CA, on the UC Berkeley campus. Work hours align with traditional business hours to provide real-time customer support.

The role follows a hybrid schedule in line with job duties and business needs, with some days on-site and some remote each week.

Must be able and willing to work occasional evenings and weekends to support CAA and campus events. Remote work must be performed in California.

Travel Expectations:

The Program Manager must be able and willing to travel domestically and internationally to serve as a Cal Ambassador on 1-2 CDT trips per year.

While 30+ days' advance notice is typical, last-minute travel may be required to cover for a Cal Ambassador or Lecturer who becomes unavailable.

Commitment to Diversity and Inclusion:

Cal Alumni Association seeks candidates whose previous experience has prepared them to contribute to our commitment to diversity and inclusion.

We value applicants who demonstrate an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds represented in our community.

Pay and Benefits:

This is an at-will, full-time, exempt position with an annualized salary of $70,000 - $80,000, eligible for healthcare benefits and a retirement plan with company match.

CAA staff enjoy generous vacation and holiday time-off, professional development and networking opportunities, and campus discounts. While not University of California employees, CAA staff have access to many UC Berkeley programs. We have a friendly and professional environment, and we pride ourselves on our team approach.

KEY RESPONSIBILITIES
I. Faculty Lecturer and Program Enrichment Leadership
The Program Manager plays a leading role in ensuring the academic enrichment of Cal Discoveries programs.

• Research, recruit, assign (with approval), onboard, and manage faculty lecturers and subject-matter experts.
• Update, refine, and maintain a database of subject matter experts in relation to region, academic interest, and experience.
• Secure replacement lecturers in the event of last-minute cancellations.
• Schedule and lead pre-trip faculty departure briefings and serve as primary faculty liaison.
• Ensure all post-trip deliverables are collected and compliant with standards.
• Ensure lecturer content on the Cal Discoveries website is accurate and up-to-date at all times.

II. Guest Services and Administration (primary backup)
Serves as backup for daily operations when the Program Manager, Guest Services & Administration is unavailable or requires additional support:

• Answer phones, messages, and emails to provide customer service to travelers inquiring about trips.

Maintain database accuracy:
reservations, brochure requests, tour components, inventory, etc.

• Enter and update traveler, tour, and vendor records in the reservations system.
• Execute passenger correspondence, including confirmations, final documents, brochure fulfillment, and promotional and other mailings.
• Manage past traveler coding in the campus alumni database.
• Verify CAA membership status.
• Maintain email and voicemail out of office alerts/messages.
• Order, organize, and distribute office and tour supplies.

III. General program support

• Lead a significant portion (appx. 33%) of guest-facing pre-departure briefings and pre-trip calls.
• Create, distribute, and analyze post-trip evaluations.
• Enter and update tours and trip components in the reservations database.
• Create and manage online reservation templates and manage form inventory within the paid limit.
• Lead planning and execution of the annual Cal Discoveries travel reception.
• Support Cal Discoveries and broader CAA events.
• Perform other duties as assigned, including cross-office coverage during staff travel.

IV. Program Growth and Engagement (as resources allow)

• Build and maintain relationships with alumni chapters (local and international) and campus partners, and give presentations to support program awareness and growth.
• Manage and oversee program elements to connect travelers with local alumni during trips.
• Other growth paths may also arise as the program continues to expand and evolve.

Required qualifications:

• 3-5 years relevant professional experience, with educational group travel strongly preferred
• Demonstrated ability to manage logistics, databases, and high-touch customer communications
• Demonstrated skills in negotiation, decision-making, and customer service
• Proven to have strong attention to detail and organizational skills
• Experience and ability to work independently with minimal supervision, and to work collaboratively and cooperatively within a team environment
• Professional presentation, demeanor, conduct, and performance with strong interpersonal skills
• Ability to work with confidential and sensitive information
• Ability to prioritize and perform multiple activities and projects concurrently
• Ability to learn and adapt quickly
• Proficiency with Microsoft Office and Google Workplace (spreadsheets, word processing, database applications)
• Ability to work effectively and diplomatically with diverse groups
• Have a valid passport without travel restrictions; Ability to travel internationally as needed
• Ability to lift a suitcase, and push, pull and lift up to 50 lbs.
• Must submit to Consumer Report, Motor Vehicle, and FBI/DOJ fingerprint background investigations

Preferred Qualifications:

• College graduate
• UC Berkeley alum
• Experience with CRM (customer relationship management) technologies
• Familiarity with UC Berkeley and/or the Cal Alumni Association