Administrative Coordinator, Office of Alumni & Career Services- 500317
**Cover Letter and Resume are required to be fully considered for the vacancy**
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.
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.
- 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.
- 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
Pay Grade 4 (Hiring Range $17.18 to $21.48 per hour)
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