Program Manager, Cal Discoveries

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.

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. The Program Manager shares responsibility with the contractor for reservations processing, customer service, traveler communications, database integrity, and general administrative support.

Additionally, the Program Manager has primary responsibility for the research, recruitment, assignment, and management of faculty lecturers who lend their subject matter expertise to our trips based on geographic region, academic interest, and personal experience. 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 Cal Discoveries 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.

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

When the part‑time contractor is not working—the Program Manager supports the daily operational and customer service needs of the Cal Discoveries program.

• Answer phones, messages, and emails to provide customer service to travelers inquiring about trips.
• Maintain accuracy and integrity of database: data entry of 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.

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.
• Maintain a database of subject matter experts in relation to region, academic interest and personal experience.
• Secure replacement lecturers in the event of last‑minute cancellations.
• Lead pre‑trip faculty departure briefings and serve as primary faculty liaison.

• 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 Hello Sign 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.

• 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.