General Information
| Payroll Title | ADMIN SPEC | Title Code | 007646 | Grade/Step | 06 | Working Title | Executive Assistant/Membership Coordinator |
|---|---|---|---|---|---|---|---|
| Department Name | Alumni Engagement Dept | Supervisor | Jorge E Ancona | Department Head | Jorge E Ancona |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Work occasional evenings and weekends; Access to an insured vehicle to make routine bank deposits |
Level of Supervision Received
| General Direction |
Items Used
| General Office Equipment |
Position Purpose
| The Executive Assistant/Membership Coordinator provides administrative and programmatic support to the Assistant Vice Chancellor (AVC) and the Assistant Executive Director (AED) for Alumni and Constituent Relations for a wide range of projects, programs and financial responsibilities. The incumbent manages a complex calendar, processes daily deposits, coordinates meetings and events, and serves as a resource for visitors and alumni. In addition, the position coordinates the membership fulfillment process and records membership data for the UCR Alumni Association. Please note: As part of the selection process, final candidates may be required to take a skill assessment test. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Executive/Administrative Support | 30 |
| Provide executive support to the Assistant Vice Chancellor of Alumni & Constituent Relations. Coordinate daily and long-range activities for the AVC. Maintain a complex calendar of appointments, conferences, and travel, coordinating all details. Make informed and necessary decisions for the coordination of meetings, conferences, retreats and events that involve the Chancellor, Vice Chancellors, faculty, board members, visitors, guests, associates and constituents. Identify information needed by the AVC, interact with staff across campus to gather the information, and resolve problems or identify solutions. Coordinate preparation of relevant appointment briefings and background materials and ensure the materials are provided in a timely manner for review. Assist in coordinating the planning and execution of the UCR Alumni Association Board of Directors meetings, including but not limited to meeting logistics, preparing meeting materials, updating rosters, and transcribing accurate meeting minutes at the quarterly meetings. Apprise AVC and AED of time sensitive issues/materials. Open and review all incoming mail, route and respond as appropriate. Prioritize and brief AVC regarding information/action items that require AVC review/input/action. Exercise sound judgment regarding written/verbal requests for the AVC's time/consultation. Independently handle issues that do not require direct AVC involvement and perform necessary research to respond to concerns of alumni, donors, parents, students, and other internal/external constituencies. Serve as liaison to the Office of the Vice Chancellor for University Advancement, the Chancellor's office, other Vice Chancellor's offices, staff, students and faculty. Work closely with departmental counterparts and key administrative staff in Advancement to maintain effective communications and interpersonal relations. Receive and direct incoming calls and visitors. Provide general information, take messages and/or make appropriate referrals. Accomplish special projects as assigned. |
|
| Financial/Procurement | 30 |
| Process daily cash/check/credit card receipts summary for verification by AED and transport to bank. Process credit cards and reconciliations. Reconcile monthly financial transaction detail ledgers. Follow up on returned checks, credit card transactions, and refunds. Maintain appropriate working relationships with UA Finance & Administration, accounting, and other campus service units (telecommunications, parking, IT, facilities management, and printing) to facilitate efficient handling of Alumni administrative activities and serve as a resource to department for procurement of services. Advise coworkers and management regarding issues related to division-wide administrative processes. Process travel and entertainment reimbursements for employees ensuring adherence to policy and procedures. Exercise independent judgment and work with employees seeking reimbursements to ensure adherence to university policy. Inventory, organize, maintain and order adequate levels of office supplies. |
|
| Membership | 30 |
| Assist the Membership & Marketing Director in establishing, fulfilling, and maintaining benefits for UCR Alumni Association members. Manage all administrative aspects of the membership processing, acknowledgements and billing. Input membership payments in the University Advancement database. Resolve membership payment discrepancies with constituents. Request payment verification documents and research against records maintained by the office. Respond to membership customer service requests including, but not limited to: membership card replacement, proof of membership receipts, membership renewal needs or current campaigns. Assist in identifying and reporting bugs in the University Advancement database to technical support staff in Finance & Administration and make recommendations for modifications. Work with on and off campus mail services to coordinate campaign mailings. Assist in the selection of appropriate campaign premiums; contact vendors to obtain price quotes; order premiums; verify orders and resolve discrepancies. Assist the Membership & Marketing Director in establishing an efficient system for marketing, processing and distributing memberships at the UCR Grad Fair, a campus-wide event for graduating students, and various miscellaneous on and off campus events. |
|
| Miscellaneous Duties/Office Administration | 10 |
| Process acknowledgement letters to donors. Compose correspondence and reports. Assist in the production of meetings and events, including but not limited to room reservations, catering services, audio-visual requirements, and set-ups. Provide support at events and meetings; troubleshoot problems that may arise onsite. Update University Advancement database. Maintain inventory of office keys. Train and serve as backup to the Alumni Services Coordinator. Perform various miscellaneous duties as assigned. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in related field or an equivalent combination of education and experience. |
|
| 2 | |
| A minimum of two years experience providing administrative support to administrators/ directors; coordinating meetings and events, and ability to manage a complex calendar that requires frequent changes. |
|
| 3 | |
| Skill in performing basic bookkeeping/accounting transactions. Experience with processing routine financial accounting transactions with an online financial system. |
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| 4 | |
| Intermediate proficiency in MS suite (Outlook, Word, Excel). Demonstrated experience with learning and adapting to new computer systems and office procedures. Ability to offer insightful and critical user feedback as systems are developed. Prior experience with database applications. |
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| 5 | |
| Ability to manage competing priorities to completion under minimal supervision. |
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| 6 | |
| Demonstrated ability to independently exercise discretion and sound judgment regarding sensitive/confidential information, issues and requests generated by campus executives, alumni, donors, and various internal/external constituencies. Ability to determine which issues require AVC or AED review/input/action. |
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| 7 | |
| Ability to gather/analyze/interpret information, problems, situations, practices or procedures to define problems, identify solutions and independently act on resolution. Ability to interpret policies and procedures. |
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| 8 | |
| Exceptional written and verbal communication skills to present information clearly and logically. Demonstrated ability in the following areas: fast, accurate typing; accurate transcription of meeting minutes; editing and proofreading. Correct usage of the English language including spelling, grammar and punctuation. |
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| 9 | |
| Excellent interpersonal skills and ability to interact diplomatically with diverse personalities and to exercise judgment and tact in interaction with alumni leaders, donors, parents and various internal/external constituencies. |
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| 10 | |
| Strong organizational and time management skills and attention to detail. Ability to work independently with frequent interruptions and changing priorities. |
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
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Experience working in a fast paced, educational and/or nonprofit environment is highly desirable. |
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| 2 | |
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Knowledge of UCR and UC administrative policies and procedures, particularly financial and purchasing. |
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| 3 | |
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Knowledge of and experience with Raiser's Edge database. |
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| 4 | |
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Experience providing administrative support to executive level administrators. |
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| 5 | |
| Bachelor's Degree | |
| Posted Position Purpose |
|---|
| About this position: Executive Assistant/Membership Coordinator, Alumni and Constituent Relations, University of California, Riverside. The Executive Assistant/Membership Coordinator provides administrative and programmatic support to the Assistant Vice Chancellor (AVC) and the Assistant Executive Director (AED) for Alumni and Constituent Relations for a wide range of projects, programs and financial responsibilities. The incumbent manages a complex calendar, processes daily deposits, coordinates meetings and events, and serves as a resource for visitors and alumni. In addition, the position coordinates the membership fulfillment process and records membership data for the UCR Alumni Association. We recruit talented individuals with a passion for their work. Sound like you? Apply today! Please note: As part of the selection process, final candidates may be required to take a skill assessment test.
The Office of Alumni & Constituent Relations serves to preserve and promote the relationships between UCR, its alumni, students and many external constituencies. Through its various services and programs, the office engages UCR's alumni, students and external constituencies in support of the university and its tradition of excellence. The office's general objectives are to:
-Promote the interests of the University of California, Riverside and strengthen its base of support.
-Encourage an ongoing commitment to UCR among its alumni, students, parents, emeriti faculty and staff retirees.
-Ensure timely and effective communication between UCR and its alumni and external constituencies.
-Encourage greater involvement in UCR's Alumni Association, Parents Association, Student Alumni Association, Emeriti Association and Retirees Association.
-Provide services and programs to benefit alumni, students, parents and other constituencies.
About UCR: The University of California, Riverside (www.ucr.edu) is a doctoral research university, a living laboratory for groundbreaking exploration of issues critical to Inland Southern California, the state and communities around the world. Reflecting California's diverse culture, UCR's enrollment has exceeded 21,000 students. The campus opened a medical school in 2013 and has reached the heart of the Coachella Valley by way of the UCR Palm Desert Center. The campus has an annual statewide economic impact of more than $1 billion. UCR is the most diverse campus in the prestigious 10 campus UC system and it is the eighth most diverse university in the nation. Recently named a "Next Generation University", UCR has earned a national reputation for excellence in research, teaching and service. For the second consecutive year, UCR has been recognized by The Princeton Review as one of the top green colleges in North America and for (2013) the Washington Monthly magazine ranked the University of California, Riverside second among national universities in their ninth-annual College Ranking Survey. Measures of social mobility, including enrollment of low-income students, net price and having a better-than-predicted graduation rate, helped propel UCR to the No. 2 overall ranking with an overall score of 93.5 out of a possible 100 points.
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| Posted Minimum Requirements |
| -Bachelor's degree in related field or an equivalent combination of education and experience. -A minimum of two years experience providing administrative support to administrators/ directors; coordinating meetings and events, and ability to manage a complex calendar that requires frequent changes. -Skill in performing basic bookkeeping/accounting transactions. Experience with processing routine financial accounting transactions with an online financial system. -Intermediate proficiency in MS suite (Outlook, Word, Excel). Demonstrated experience with learning and adapting to new computer systems and office procedures. Ability to offer insightful and critical "user" feedback as systems are developed. Prior experience with database applications. -Ability to manage competing priorities to completion under minimal supervision. -Demonstrated ability to independently exercise discretion and sound judgment regarding sensitive/confidential information, issues and requests generated by campus executives, alumni, donors, and various internal/external constituencies. Ability to determine which issues require AVC or AED review/input/action. -Ability to gather/analyze/interpret information, problems, situations, practices or procedures to define problems, identify solutions and independently act on resolution. Ability to interpret policies and procedures. -Exceptional written and verbal communication skills to present information clearly and logically. Demonstrated ability in the following areas: fast, accurate typing; accurate transcription of meeting minutes; editing and proofreading. Correct usage of the English language including spelling, grammar and punctuation. -Excellent interpersonal skills and ability to interact diplomatically with diverse personalities and to exercise judgment and tact in interaction with alumni leaders, donors, parents and various internal/external constituencies. -Bachelor's degree in related field or an equivalent combination of education and experience. -Strong organizational and time management skills and attention to detail. Ability to work independently with frequent interruptions and changing priorities. |
| Posted Preferred Qualifications |
| -Experience working in a fast paced, educational and/or nonprofit environment is highly desirable. -Knowledge of UCR and UC administrative policies and procedures, particularly financial and purchasing. -Knowledge of and experience with Raiser's Edge database. -Experience providing administrative support to executive level administrators. -Bachelor's degree |