Office Coordinator - Alumni Relations
Job Title: Office Coordinator – Alumni Relations
Classification: C3
Department: Alumni Relations
Updated: January 2019
Job Summary
Provides administrative support for the Alumni Relations Office.
Responsibilities
Essential Functions:
- Administers Alumni Search, benefit card, and updates for employment, birth and marriage.
- Helps connect alums by putting them in touch with one another and helps alums get discounts through distribution of benefit card.
- Alumni briefs coordinator.
- Travel plans and arrangements for AP staff.
- Event: communications, confirmations, recruitment, follow-ups, event giveaways, ticket distributions. Maintain and update event registrations and rsvp’s, sends email reminders to attendees.
- Alumni Board liaison for four meetings per year, includes all preparation, set up of go to meeting, and attendance at each of the four Saturday meetings.
- Cultivation through personal contacts, phone, events and correspondence.
- Data entry/upkeep with Millennium.
- Maintain contact information: address, phone, email, employment, birth, and marriage updates, attribute, and education updates.
- Coding all correspondences, and meetings in Millennium for AP staff.
- Report writing using Millennium.
- Provides support for staff.
- Phone calls, scheduling, clerical work, date entry, mailings.
- Serves as Welcome Center greeter.
- Talk to campus visitors, prospective students, alumni parents, grandparents and community visitors.
- Provide information, tours of AHVC, and directions.
- Edit documents.
- Review event promotional material, E-Newsletter, GV Magazine and other office communications.
- Student staff liaison.
- Create and maintain monthly student schedule.
- Train students on Alumni House procedures including event information, clerical duties, Millennium, and Alumni Relations duties.
- Disperse projects to students from AP and PSS staff.
- Post student jobs, collect applications, conduct interviews, and complete hiring process for students.
- Assist with room set up when necessary.
- Other related duties as assigned.
Non-Essential Functions:
- Assist with special events.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of three years of relevant work experience.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive intercultural and 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.
- Typing and spelling competency.
- Demonstrated experience to successfully to use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
- Excellent grammar and proofreading skills.
Supervision Received:
Receives general instruction from a designated supervisor but is generally expected to work independently.
Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other 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.