Job Title: Alumni Relations Assistant
Classification: C4
Department: Alumni Relations
Updated: January 2019

Job Summary

Provides support to the administrative staff  in Alumni Relations for the planning, coordination and implementation of projects, events and services, publications and systems. Coordinates the scheduling, staffing and delivery of services for the spaces within the Alumni House and Visitors Center.

Essential Functions:

• Coordinate services within the Alumni House and Visitors Center including scheduling, staffing and being liaison between guests and university providers. Assists guests in planning complex events in spaces available for rent in the House through interviews and contract administration.
• Responsible for hiring, supervising, scheduling, training and evaluating students and staff assigned to event planning and coordinates staff for weekend and evening events.
• Responsible for electronic calendar of university events for use with staff and students in assisting guests and scheduling building space campus wide.
• Receives information and requests from diverse publics, both internal and external to the University, and determines the appropriate way to handle.
• Coordination of alcohol beverage services and alcohol inventory for the Alumni House. Hire bartenders, handle billing post event.
• Data entry into the Alumni/Development database (Millennium Database). Assist in coding and updating information. Including alumni events, alumni attendees, and alumni volunteers. Also approve LinkedIn requests and code appropriately in Millennium.
• Responsible for report writing/list coordinator for campus departments.
• Responsible for credit card, cash and check deposits for Alumni House and university departments for all services including room rental, media services food, alcohol, bartenders etc. Collect payments, invoice external overnights and events as they occur, do month end billing reports for accounting with no discrepancies.
• Provides coordination for complex events for internal and external audiences such as chapters, constituency groups, campus events and wedding receptions.
• Coordinates the work orders for food service, media service, campus police and facilities services. Maintain Catertrax account for entire office. This includes ordering all catering and monitoring of billing.
• Coordinates and acts as a liaison with Alumni House vendors for cleaning, linen, floral, etc. Monitors activity and resolves routine issues.
• Coordinates support services associated with arrangements for major meetings, conferences, exhibits, travel or other related duties for both internal and external groups.
• Discovery Calls-visits/communication through personal contacts, phone, events and correspondence in an effort to broaden the base.
• Coordinate external events for staff including, but not limited to; summer send offs, 5/3 Riverbank Run, annual volunteer celebration, award dinners and senior staff dinner events across the country.
• Attends major office and unit events, attend and be aware of what is happening on GVSU campuses.
• Schedules all Alumni House/Visitor Center on-site events using electronic reservation system Event Management System (EMS).
• Update and maintain Alumni House portion of Alumni Relations web page through University Content Management System.
• Purchase supplies for Alumni House operations, maintain and inventory guest wing supplies as needed.
• Plans, coordinates and executes all Laker for a Lifetime identified events as well as FAA Collaborative Laker for a Lifetime events: Summer send offs, GVS(You) Week. Collaborates, as appropriate, with Student Life and Traditions Committee for various other student-Laker for a Lifetime-events like Founders Day. Also responsible for scheduling steering and other committee meetings.
• Other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Demonstrated experience to successfully operate office equipment.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory capacity.
• Typing and spelling competency.
• Demonstrated experience to successfully use various computer software applications, Word, Excel, Visio, Publisher, EMS (event management system).
• Demonstrated successful experience in meeting the needs and requests of diverse university offices, constituency groups and individuals.
• Ability to interact in a confidential manner with internal and external constituents.
• Ability to handle complex financial arrangements with individuals both internal and external to the university.
• Experience in accounting, billing/invoicing, and math required and must be able to produce usage reports/graphs on a monthly basis, along with month end billing reports.
• Must be willing to work some evenings and weekends, and be on call to report to work for instances when subordinates fail to report.
• Must be able to attend events at various off-campus locations.
• Must be able to attend different events at various locations.
• Must be able to lift and carry at least 30 lbs.
• Must be able to do setups and tear-downs of room (re) arrangements.
• Must be able to operate audiovisual equipment (laptop, projectors, pa system, etc.).

Preferred Qualifications:

• Bachelor's degree.
• Higher education work experience.
• Accounting, math, billing skills.
• Experience scheduling rental space and arranging for complex events to be held in that space, prefer experience in Event Management System (EMS).

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands:

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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