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Alumni Relations Administrative Assistant

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Description
University of Colorado Denver l Anschutz Medical Campus

Office of Advancement

Job Title: Alumni Relations Administrative Assistant

Position #00741682 – Requisition #25990

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment.  We value the ability to engage effectively with students, faculty and staff of diverse backgrounds. 

The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date.  Information regarding this requirement, and exemptions can be found here: AnschutzDenver

Exemptions vary by campus location/department.

Campus/Unit-Specific Exemptions:

  • Anschutz Campus – Exemptions are allowed for medical or religious reasons.
  • Denver Campus - Exemptions are allowed for medical, religious, or personal reasons.
  • Consolidated/Central Services Administration – Will follow Anschutz policy on exemptions.
The University of Colorado Anschutz Medical Campus is a world-class medical destination at the forefront of transformative science, medicine, education and patient care. The campus encompasses the University of Colorado health professional schools, more than 60 centers and institutes, and two nationally ranked independent hospitals - UCHealth University of Colorado Hospital and Children's Hospital Colorado - that treat more than two million adult and pediatric patients each year. Innovative, interconnected and highly collaborative, the University of Colorado Anschutz Medical Campus delivers life-changing treatments, patient care and professional training and conducts world-renowned research fueled by over $650 million in research grants. For more information, visit www.cuanschutz.edu.

The Office of Advancement has an opening for a full-time University Staff (unclassified) Alumni Relations Coordinator.

Jobs in this career family involve building relationships with external parties for the purposes of information sharing and facilitation of strategic partnerships.  Functions include government relations, alumni relations, commercial business relations, non-profit relations, and event planning/management.  

Examples of Work Performed: 

    Provide administrative support for events, including assisting with registration forms, event setup, attendee outreach, data, event logistics, and day of event support.Provides administrative support functions and office management, such as answering and directing phone calls, sorting and distributing mail, establishing and maintaining files, document management, maintaining office equipment, copies and faxes requested  documents, resolving hardware and software issues with for staff, ordering office supplies, swag and maintaining adequate  inventory levels, etc. Acts as a liaison to help keep colleagues in the Office of Advancement informed on alumni relations activities. Conduct outreach to alumni to increase reunion attendance, answering alumni inquiries, updating contract information, and support event or program attendance. This position serves as first point of contact for alumni reaching out to the alumni office. Schedules meetings and appointments, and maintains calendars to ensure efficient time management. Assists alumni relations staff with calendar management, expense reimbursement, and data entry as needed. Coordinates actions, questions, and decisions between manager and others. Prepares routine and non-routine correspondence, including but is not limited to congratulations letters, and volunteer recognition efforts. Provide assistance as need to the Events Coordinator during times of high event volume.  May be asked to work after hours and/or weekends for alumni related functions periodically. Provide administrative support to the Senior Director, including producing reports, schedule and organizational support, and provide support for committee and other meetingsCreate surveys, scheduling polls and other engagement tools for the alumni activitiesResponsible for proofreading invitations, scheduling meetings, organizing mass mailings, printing and copying documents, researching best practices (e.g. membership programs at other universities), and supporting the department  with other special projects.   Assists alumni relations staff with budget tracking and financial management for alumni relations activities. Inputs and utilizes data from central database to create requested reports, spreadsheets and correspondence on a routine basis.Supports alumni board activities event preparation including but not limited to; scheduling board and committee  meetings, helping to fulfill request from board volunteers, staffing board meetings, organizing name cards, catering and  other logistics for board meetings, and supporting the responsible alumni relations staff with board management. These efforts will be mainly focused on the College of Nursing and School of Pharmacy alumni boards.Supports alumni relations leadership staff to maintain accuracy of database records for alumni.  Compiles lists and reports for various alumni relations communications.  Alerts central processing of any updates and changes. Completes data projects for targeted alumni audiences which includes researching current contact and employment data and submitting changes to central processing. Input engagement data from alumni activities on campus. Provide analysis on data segments to support program decisions. Establish data processes for capturing engagement data for alumni activities and determining the proper process for data received by the office. Trains partners and team members on proper data processes and understanding data reports. 
Knowledge, Skills, and Abilities: 

    Ability to communicate effectively, both in writing and orally.  Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.Outstanding customer service skills. Attention to detail Demonstrated ability to make sound judgement decisions  Demonstrated commitment and ability to advance diversity and inclusion. Proficiency with Microsoft Office. Time management and the ability to prioritize.
This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

    Salary and Benefits:

    The annual salary range (or hiring range) for this position has been established at $44,052 - $48,696. 

    • The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
    • This position is eligible for overtime.
    • Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
    Diversity and Equity:

    Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx

    The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

    The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.



    Qualifications
    Minimum Qualifications:

     

      At least 3 years clerical/administrative experience
    Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience.

    Preferred Qualifications:

      Bachelors DegreeProfessional experience working in non-profit, events, or customer service.  Professional experience tracking budgets and managing financial transactions.  Experience using client management software, such as Advance, or a similar software. Professional experience tracking data and producing data reports. Professional experience working with a volunteer board.
    Competencies:

      Ability to communicate effectively, both in writing and orally.  Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.Outstanding customer service skills. Attention to detail Demonstrated ability to make sound judgement decisions  Demonstrated commitment and ability to advance diversity and inclusion. Proficiency with Microsoft Office. Time management and the ability to prioritize.


    Job Category: Administrative Support and Related
    Primary Location: Aurora
    Schedule: Full-time
    Posting Date: May 16, 2022
    Unposting Date: Ongoing
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