General Information
| Job Description | ALUMNI EXTERNAL REL SPEC 1 | Working Title | Alumni Programs Coordinator |
|---|---|---|---|
| Job Code | 006297 | Grade | 18 |
| Department Name | Alumni & Constituent Rel. - D01187 | Department Head | |
| Supervisor | Effective Date | 02/13/2016 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. |
Custom Scope
| Uses the professional concepts of alumni and external relations to assist in implementing programs and/or communications strategies designed to inform key constituencies of institutional programs, activities, policies and practices. |
Department Custom Scope
| Under the direction of the Associate Executive Director of Alumni and Constituent Relations, the Alumni Programs Coordinator will gather information from a variety of sources in support of alumni programs and events. Manage day-to-day programmatic operations including managing timelines and supporting alumni committee meetings. Provide administrative support to the Associate Executive Director and staff, including telephone and office coverage, internal and external professional communications, data entry, and other alumni business processes. Professional interaction with academic and administrative leadership, alumni, donors, parents and constituents. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training | Required |
| Bachelor's Degree | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Under direct supervision, assists in implementing programs and/or communication strategies designed to inform alumni and other key constituencies of institutional programs, policies, practices, et cetera; constituencies may include the general public, prospective students, students, alumni, parents, donors, campus visitors, government officials' staff, et cetera. | 20 |
| May provide front-line customer service to campus visitors and answer routine inquiries, including questions received on-line via the internet. | 5 |
| Assists with planning and execution of alumni events. | 20 |
| Assists in preparation of written and visual materials. | 5 |
| Provides comprehensive file maintenance. | 5 |
| Coordinates meeting logistics between institutional and outside constituencies. | 5 |
| Manage event planning timelines and making arrangements for venue, catering, audio-visual needs, participant travel, parking, and other needs as appropriate. Provide support for alumni committee meetings, including the preparation of materials, meeting agendas, meeting minutes, presentations, correspondence, special projects, and mailings. Assist with scholarship program including processing financial aid requests, processing scholarship applications including screening for qualified applicants, preparing and sending communications to applicants, preparing committee packets, and writing profiles of the scholarship recipients. Work with Strategic Communications to develop invitations, programs and other collateral materials for special events. Initiate and troubleshoot various online work orders for printing, media resources, telecommunications, fleet services, IT, parking and physical plant. Assist in the development of briefing documents for the Chancellor and senior University administrators as necessary. Attend evening and weekend events as assigned. | 15 |
| Extract and analyze mailing lists, donor lists, and invitation lists from Raiser's Edge. Create and manage events in Raiser's Edge. Code and enter data. Research and extract information from student information system. Assist in identifying and reporting bugs in the donor database management system to technical support staff in Finance & Administration and make recommendations for modifications. | 15 |
| Research and analyze costs for programs, meetings, special events and administrative costs to provide estimates of annual operating budget line items. Ensure proper documentation and approval for expenditures, request reimbursements and payments, and analyze costs for programs, meetings, special events, event related travel and administrative services. Initiate and process purchase orders and pay invoices using university accounting systems. Manage all phases of expenditures from initiating orders through completion of payment. Process travel and entertainment reimbursements ensuring adherence to policy and procedures. Troubleshoot returned checks, credit card transactions, and refunds. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Organizational skills including skills to meet prescribed deadlines. | Required |
| Written, verbal and interpersonal skills, including tact and political acumen to effectively represent the institution to a variety of constituencies. | Required |
| Analytical and critical thinking skills. | Required |
| Applicable computer skills. | Required |
| A minimum of two year's experience providing support to high level administrators including managing and coordinating meetings and events. | Required |
| Skill in performing basic bookkeeping/accounting transactions. Experience with processing routine financial accounting transactions with an online financial system. | Required |
| Strong organizational and time management skills and attention to detail. | Required |
| Demonstrated ability to independently exercise discretion and sound judgment. Ability to handle sensitive/confidential information, issues and requests generated by campus executives, alumni, donors, and various internal/external constituencies. | Required |
| Ability to interpret policies and procedures. | Required |
| Exceptional written and verbal communication skills to present information clearly and logically. Demonstrated ability in the following areas: fast and accurate typing; accurate transcription of meeting minutes; editing and proofreading. Correct usage of the English language including spelling, grammar and punctuation | Required |
| Intermediate proficiency in MS suite (Outlook, Word, Excel). Demonstrated experience with learning and adapting to new computer systems and office procedures. Prior experience with database applications. | Preferred |
| Experience working in a fast paced, educational and/or nonprofit environment is highly desirable. | Preferred |
| Ability to work independently with frequent interruptions and changing priorities. | Preferred |
| Knowledge of and experience with Raiser's Edge database. | Preferred |
| Knowledge of UCR and UC administrative policies and procedures, particularly financial and purchasing. | Preferred |
| Previous experience working in a university/college alumni relations office. | Preferred |
| Proficiency in using the Internet to conduct research. | Preferred |
| General knowledge of page layout software and design. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| GeneralSupervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
Mental Requirements
Environmental Requirements
Critical Position
| Is Critical Position: No |