This job has expired

Administrative Coordinator, Office of Alumni & Career Services- 500317

Employer
University of Richmond
Location
Richmond, VA

View more

Administrative Jobs
Institutional & Business Affairs, Alumni Relations & Development, Clerical & Administrative Support, Student Affairs, Career Services
You need to sign in or create an account to save a job.

Job Details

Administrative Coordinator, Office of Alumni & Career Services- 500317

**Cover Letter and Resume are required to be fully considered for the vacancy**

SUMMARY:

The position is responsible for the support of the Director of Alumni Relations, but interacts with a wide range of staff, faculty, administration, students, alumni, and community leaders. The position is also responsible for the day-to-day administrative operation of the Office of Alumni Relations, which includes Alumni Relations and the University of Richmond Alumni Association, including but not limited to scheduling, organizing, and coordinating meetings; handling confidential correspondence; and other significant support functions. The position also includes regular front line interaction with a variety of constituents requiring excellent interpersonal and leadership skills, strong organizational skill, attention to detail and active problem solving.

RESPONSIBILITIES:

Manage the Office of Alumni Relations

  • Provide support to the Director, including assisting with or preparing formal written or electronic correspondence, answering phone calls, arranging and scheduling meetings, coordinating travel arrangements, developing and maintaining office files and budget reports, and other general administrative needs.
  • Answer phones, greet visitors, and disseminate information to a diverse constituency. Exhibit a high degree of tact, professionalism, and sensitivity; deal directly with the public, students, faculty, staff, and officials (both within and outside the university) on behalf of the director.
  • Sort and filter incoming correspondence for the office and the Alumni Association; respond to and/or route as appropriate. Prioritize responses to correspondence, phone calls, and various issues, thereby minimizing demands on Director, allowing time to be focused on broader and more critical issues.
  • Create/maintain standard and electronic files and records.
  • Book travel and prepare detailed itineraries for travel; reconcile travel expenses, and process reimbursements as necessary.
  • Oversee general office functions, including ordering of supplies, maintenance of office machines, oversight of clerical and student help, scheduling of meeting rooms (by both internal and external groups) in the Alumni Center, key card and access to the building, and general office support, as needed.
  • Assist with events; nametags and RSVPs.

Support the Director of Alumni Relations and the University of Richmond Alumni Association

  • Prepare and assist in the preparation of reports and presentations for the Director and the University of Richmond Alumni Association Board of Directors, and ensure dissemination of applicable information. Initiate necessary follow-up on action items to ensure follow-up meetings and activities are scheduled and executed.
  • Coordinate and attend volunteer committee and executive board meetings, including the preparation and circulation of meeting agendas and documentation, and the taking and/or distribution of meeting minutes; maintain and annually update volunteer and Alumni Association board database; maintain and update Alumni Association By-Laws; maintain and update Alumni Association Board Orientation Manual. Assist the Director with preparing and planning presentations and speeches at internal and external events.

Plan meetings and events

  • Plan, coordinate, and implement special events, such as meetings, conferences, and social events. Support marketing and outreach efforts as necessary and assist programming staff at various alumni events.
  • Coordinate campus visits with vendors and special visitors including scheduling, booking accommodations, meeting space, and all logistics associated with visit.
  • Lend assistance at Alumni Events and activities, as needed.

Provide budget management for Alumni Relations

  • Systematically track expenses and expenditures to ensure that division resources are being well utilized and expenses stay within the budget.
  • Reconcile departmental travel and office expenses and monthly credit card statements for submission to Accounts Payable.
  • Reconcile monthly office expenses against reports from the Office of Planning & Budgets and take any needed action to correct discrepancies.

QUALIFICATIONS:

  • Demonstrated experience supporting an Executive Board or Board of Directors
  • Excellent time management and organizational skills, as well as the ability to handle multiple tasks simultaneously and prioritize
  • Excellent interpersonal communication skills, both written and verbal, with a strong attention to detail
  • Ability to create, compose, and edit written materials.
  • Demonstrated experience in the organization, coordination, and supervision of support staff
  • Candidates should demonstrate good judgment, maturity, personal integrity, and the ability to successfully collaborate with colleagues, alumni, and volunteers in a culturally diverse environment, as well as maintain confidentiality Ability to work occassional overtime, including evenings and weekend events.
  • Ability to work independently, efficiently and accurately; perform duties with considerable degree of autonomy.
  • Attention to detail, organized, thorough, and consistent with follow through.
  • Ability to handle highly confidential information.
  • Expert skill level with Microsoft products, including Outlook, Word, Excel, and PowerPoint; and Adobe Acrobat is required. Experience with Raisers Edge preferred.
  • Ability to troubleshoot problems with office equipment and software programs.

EDUCATION & EXPERIENCE:

  • High school diploma required and bachelor’s degree preferred.
  • Minimum of three years of administrative support experience, preferably in higher education.
WORK HOURS:
  • Monday – Friday; 8:30 am – 5:00 pm
  • Flexibility to work evenings and weekends based on need.
  • Full-time non-exempt position; 7.75 hrs./day – 38.75 hrs./week

SALARY STRUCTURE:
Pay Grade 4 (Hiring Range $17.18 to $21.48 per hour)

ABOUT UR:

At the University of Richmond, we’re creative, inclusive, and determined. We’re Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There’s only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity.

The University of Richmond also offers tuition remission, covering both credit and non-credit courses for eligible employees and their dependents. The University is a member of two tuition exchange programs, making it possible for a full-time employee's dependents to attend participating colleges or universities through a competitive scholarship program. EOE

Organization

Working at University of Richmond

Founded in 1830, the University of Richmond is one of America's premier private universities. The University blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. A nationally ranked liberal arts university, Richmond offers a unique combination of undergraduate and graduate programs through its schools of arts and sciencesbusinessleadership studieslaw, and continuing studies. The 350-acre suburban campus, including a 10-acre lake, is consistently cited by The Princeton Review as one of the most beautiful campuses in the nation.

With approximately 3,000 undergraduate students, Richmond offers 55 majors, 42 minors, and 12 concentrations at the bachelor's level. Graduate students can choose from six master's degrees programs, an MBA program, a juris doctorate, and six dual-degree programs in law. Continuing studies options include programs at the associate, bachelor, and master levels, in addition to numerous non-credit offerings.

Richmond faculty members are outstanding leaders in their fields. Of the 312 full-time faculty at the University, 98 percent hold doctorate or terminal degrees. Richmond has a student-faculty ratio of 9:1, with zero classes taught by teaching assistants. Our faculty members are in the classrooms and the labs, working closely with students to maximize their educational experiences.

U.S. News & World Report ranked Richmond one of the best liberal arts universities in the nation and in the top 35 for undergraduate research. BusinessWeek ranked The Robins School of Business in the top 20 nationally and fourth for academic quality, as well as among the top 15 part-time MBA programs. Kiplinger’s Personal Finance magazine named Richmond in the top 25 for best value among private colleges and universities

As locals like to say, Richmond is "easy to love" because of its rich history, stunning architecture, natural beauty and quality of life. It's been named one of the top cities in which to live and work by numerous national sources, including Forbes magazine. As the capital of Virginia, Richmond is home to the state legislature, a growing number of Fortune 500 companies and industries ranging from finance to agriculture. In fact, Forbes also recently ranked Richmond as the sixth best city to get a job in the U.S. Nearly one million people live in the Greater Richmond region and enjoy an array of cultural opportunities including 35 museums; numerous theatre companies; a symphony, a ballet and an opera; a thriving public forum; three professional, minor-league sports teams; a coliseum for major concerts and sporting events; and much more. Located just 100 miles south of Washington, D.C., Richmond is only 90 minutes from Virginia's beaches and 90 minutes from the spectacular Blue Ridge Mountains.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success.  In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

Find Us
Location
United States
You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert