Position Description: The Alumni and Parent Relations (APR) assistant will provide program and administrative support to the director of Alumni and Parent Relations, assistant directors, and office manager. The assistant manages a variety of complex event planning and administrative operations in support of the work of the office, including interacting with internal and external constituents, arranging on- and off-campus event details, and coordinating and executing e-mail marketing efforts. This position will be responsible for implementing, coordinating, and monitoring departmental projects. The Alumni and Parent Relations assistant works closely with all members of the alumni and parent relations team and reports directly to the Alumni and Parent Relations office manager. Essential Job Functions and Responsibilities:
Respond to complex inquiries from internal and external constituents including faculty, staff, students, alumni, parents, and friends.
Provide support for on- and off-campus alumni and parent relations events, including Commencement Weekend, Homecoming and Family Weekend, Loggers Keep Learning off-campus regional events, Orientation Weekend, Summer Reunion Weekend, and other regularly scheduled and special events.
Assist program managers with event planning, including working with internal campus partners and external vendors to secure space and equipment, arranging catering, preparing purchase orders, and coordinating other logistical needs for on- and off-campus events.
Coordinate and execute alumni and parent relations e-mail marketing plan using the Emma e-mail marketing tool. Manage event and other dynamic Web pages.
Support alumni online services, including the online directory and alumni email accounts through Microsoft 365.
Prepare and proactively monitor timelines to track progress toward event planning details and deadlines. Coordinate event briefing process and prepare event briefing materials for distribution.
Process event registrations, distribute rosters, and track attendance for all alumni and parent relations events.
Coordinate event committee and other meetings, including attendance tracking, agenda and minutes preparation and distribution, and other meeting details.
Perform daily office functions, including coordinating and processing information utilizing various PC computer applications including Microsoft Word, Excel, and PowerPoint. Maintain and manage schedules, schedule meetings, draft and process letters and other correspondence, and handle all incoming paper mail, electronic mail, and telephone calls.
Assist with making complicated travel arrangements for APR contact officer visits and meetings. Prepare for distribution event contact reports and contact reports for contact officer face-to-face visits. Cull contact reports for new data and facilitate the recording of this data into Millennium.
Run key fund raising and volunteer management software (Millennium or equivalent) programs and perform data analysis including event reports, management reports, and data integrity reports. Manipulate and format reports in Excel using macros and pivot tables.
Manage constituent and other data stored in fund raising software (Millennium or equivalent), including volunteer and prospect management data, event data, and volunteer data.
Assist Office Manager in interviewing, hiring, and supporting student staff.
Perform other duties as assigned by the director of Alumni and Parent Relations and the Alumni and Parent Relations office manager.
Supervisory Responsibilities No supervisory responsibilities. Budget Responsibilities No budget responsibilities. Qualifications:
Ability to work and communicate effectively, orally and in writing, with a broad range of internal and external constituents including faculty, staff, students, alumni, parents and friends of the university;
Ability to work independently, solve problems, handle confidential information and navigate sensitive situations;
Experience taking initiative in meeting individual and office-wide goals and objectives and in monitoring progress towards these goals;
Ability to thrive and be flexible in a dynamic and fast-paced environment;
Experience creating and following a detailed schedule and meeting multiple, simultaneous deadlines;
The ability to travel occasionally in support of office functions;
Highly developed computer skills including experience with Microsoft Word, Excel, Outlook, and PowerPoint as well as fund raising software such as Millennium;
Excellent organizational and planning skills as well as superior attentiveness to detail;
Advanced proofreading skills, spelling skills, and a working knowledge of business English; and
A bachelor's degree preferred; high school diploma required.
Experience in higher education event-planning
Experience in alumni relations
We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/ Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations. This position is non-exempt from the provisions of the Fair Labor Standards Act. Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices--services/human-resources/overview-of-university-benefit/. Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Interested individuals are encouraged to submit application materials no later than March 26, 2019 to ensure consideration. Required Documents:
Letter of Interest
All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment. The University of Puget Sound is an equal opportunity employer.
About Puget Sound Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nations most prestigious academic honorary society. Visit 'About Puget Sound' (http://www.pugetsound.edu/about) to learn more about the college.
As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA
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Puget Sound is a highly selective liberal arts college located in Tacoma, Washington. Founded in 1888, the University of Puget Sound is rich in history and traditions enjoyed by generations of students, faculty, and community members. Puget Sound offers a four-year curriculum in the liberal arts tradition with more than 50 traditional and interdisciplinary programs as well as selected graduate programs that build effectively on a liberal arts foundation.