Alumni and Parent Relations Office Assistant

Job description


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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    Job No:
    Posted: 1/5/2021
    Application Due: 2/25/2021
    Work Type: Full Time
    Salary: