Alumni and Parent Relations Office Assistant
- Employer
- University of Puget Sound
- Location
- Washington, United States
- Salary
- Salary Not specified
- Date posted
- Mar 2, 2021
View more
- Position Type
- Administrative, Business & Administrative Affairs, Alumni Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
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Alumni and Parent Relations Office Assistant
Staff Posting Details
Appointment: Regular, full time (1.0) FTE
Position Summary: The Alumni and Parent Relations (APR) assistant will provide program and administrative support to the director of Alumni and Parent Relations, assistant directors, and office manager. The assistant manages a variety of complex event planning and administrative operations in support of the work of the office, including interacting with internal and external constituents, arranging on- and off-campus event details, and coordinating and executing e-mail marketing efforts. This position will be responsible for implementing, coordinating, and monitoring departmental projects. The Alumni and Parent Relations assistant works closely with all members of the alumni and parent relations team and reports directly to the Alumni and Parent Relations office manager.
Essential Job Functions and Responsibilities:
- Respond to complex inquiries from internal and external
constituents including faculty, staff, students, alumni, parents,
and friends.
- Provide support for on- and off-campus alumni and parent
relations events, including Commencement Weekend, Homecoming and
Family Weekend, Loggers Keep Learning off-campus regional events,
Orientation Weekend, Summer Reunion Weekend, and other regularly
scheduled and special events.
- Assist program managers with event planning, including working
with internal campus partners and external vendors to secure space
and equipment, arranging catering, preparing purchase orders, and
coordinating other logistical needs for on- and off-campus
events.
- Coordinate and execute alumni and parent relations e-mail
marketing plan using the Emma e-mail marketing tool. Manage event
and other dynamic Web pages.
- Support alumni online services, including the online directory
and alumni email accounts through Microsoft 365.
- Prepare and proactively monitor timelines to track progress
toward event planning details and deadlines. Coordinate event
briefing process and prepare event briefing materials for
distribution.
- Process event registrations, distribute rosters, and track
attendance for all alumni and parent relations events.
- Coordinate event committee and other meetings, including
attendance tracking, agenda and minutes preparation and
distribution, and other meeting details.
- Perform daily office functions, including coordinating and
processing information utilizing various PC computer applications
including Microsoft Word, Excel, and PowerPoint. Maintain and
manage schedules, schedule meetings, draft and process letters and
other correspondence, and handle all incoming paper mail,
electronic mail, and telephone calls.
- Assist with making complicated travel arrangements for APR
contact officer visits and meetings. Prepare for distribution event
contact reports and contact reports for contact officer
face-to-face visits. Cull contact reports for new data and
facilitate the recording of this data into Millennium.
- Run key fund raising and volunteer management software
(Millennium or equivalent) programs and perform data analysis
including event reports, management reports, and data integrity
reports. Manipulate and format reports in Excel using macros and
pivot tables.
- Manage constituent and other data stored in fund raising
software (Millennium or equivalent), including volunteer and
prospect management data, event data, and volunteer
data.
- Assist Office Manager in interviewing, hiring, and supporting
student staff.
- Perform other duties as assigned by the director of Alumni and
Parent Relations and the Alumni and Parent Relations office
manager.
Minimum Requirements and Qualifications: - Ability to work and communicate effectively, orally and in
writing, with a broad range of internal and external constituents
including faculty, staff, students, alumni, parents and friends of
the university;
- Ability to work independently, solve problems, handle
confidential information and navigate sensitive
situations;
- Experience taking initiative in meeting individual and
office-wide goals and objectives and in monitoring progress towards
these goals;
- Ability to thrive and be flexible in a dynamic and fast-paced
environment;
- Experience creating and following a detailed schedule and
meeting multiple, simultaneous deadlines;
- The ability to travel occasionally in support of office
functions;
- Highly developed computer skills including experience with
Microsoft Word, Excel, Outlook, and PowerPoint as well as fund
raising software such as Millennium;
- Excellent organizational and planning skills as well as
superior attentiveness to detail;
- Advanced proofreading skills, spelling skills, and a working
knowledge of business English; andPost-secondary education
preferred; high school diploma required.
- Ability to respectfully work, communicate and provide
leadership within a diverse campus community
Preferred Requirements - Experience in higher education event-planning
- Experience in alumni relations
Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices-services/human-resources/overview-of-university-benefit/.
Application Deadline: Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Required Documents: - Resume
- Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.
Diversity Statement: - We acknowledge the richness of commonalities and
differences we share as a university community; the intrinsic worth
of all who work and study here; that education is enhanced by
investigation of and reflection upon multiple
perspectives.
- We aspire to create respect for and appreciation of all
persons as a key characteristic of our campus community; to
increase the diversity of all parts of our University community
through commitment to diversity in our recruitment and retention
efforts; to foster a spirit of openness to active engagement among
all members of our campus community.
- We act to achieve an environment that welcomes and
supports diversity; to ensure full educational opportunity for all
who teach and learn here; to prepare effectively citizen-leaders
for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/
The University of Puget Sound is an equal opportunity employer.
To apply, visit: https://www2.pugetsound.jobs/psp/HR92PRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=5585&PostingSeq=1
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