General Information
| Payroll Title | ANL 1 | Title Code | 007234 | Grade/Step | 06 | Working Title | Alumni Programs Coordinator |
|---|---|---|---|---|---|---|---|
| Department Name | Alumni Engagement Dept | Supervisor | William A Cole | Department Head | Jorge E Ancona |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| May attend occasional evening and weekend events as assigned |
Level of Supervision Received
| General Supervision |
Items Used
| Standard Office Equipment |
Position Purpose
| 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. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Planning and Analysis of Special Events, Meetings and Programs | 35 |
| -Assist in the planning and successful implementation of programs, meetings, and special events by managing 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. |
|
| Administrative Support | 25 |
| -Provide overall administrative support to the Associate Executive Director and Program Directors including, but not limited to, calendar, telephone inquiries, data entry, meetings, reservations, mailings, office organization, travel and entertainment reimbursement, and filing. -Routinely compose correspondence, proofread and edit drafts for correct terminology, grammar, punctuation, spelling, format, content, and style for projects such as meeting minutes, speakers' remarks, and publication text. Process acknowledgement letters to donors. -Interact with alumni and donors, University leadership, and faculty members in the office, through email, and/or telephone to schedule meetings, process requests, and handle other communication as needed in a professional and courteous manner and using the utmost tact and diplomacy. -Maintain confidential files and correspondence, research, create files on alumni and prospects to help identify as major gift prospects. -Provide telephone coverage for the other administrative staff in their absence, as required. Serve as backup for frontline reception including assisting and welcoming students, faculty, staff and visitors to the Alumni & Visitors Center in a professional and courteous manner, answering questions, providing directions, and sorting and distributing mail. -Perform various miscellaneous duties as assigned. |
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| Data Extraction, Analysis and Evaluation | 25 |
| -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.'s -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. |
|
| Financial/Procurement | 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. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| No information record yet | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| No information record yet | |
| Posted Position Purpose |
|---|
| 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. Must be able to travel and work occasional evenings and weekends. Must possess a valid driver's license and access to an insured vehicle to make routine bank deposits. Want to join a dynamic team? If you are results oriented, this position is for you! Please submit your application and cover letter today. Applicants may be required to complete one or more pre-employment assessments as part of the selection process.
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.
University Advancement: Under the leadership of Vice Chancellor Peter A. Hayashida, the UC Riverside University Advancement team raises public awareness of UCR's excellence in research, teaching and service. We encourage, promote, and secure public and private resources to support: recruitment and retention of world-class faculty; high-quality education for the best and brightest students who are reflective of California's diverse population; and leading-edge facilities and equipment necessary for inquiry and the creation of knowledge for the 21st century and beyond.
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. |
| Posted Minimum Requirements |
| -Bachelor's degree in related field or an equivalent combination of education and experience. -A minimum of two year's experience providing support to high level administrators including managing and coordinating meetings and events. -Skill in performing basic bookkeeping/accounting transactions. Experience with processing routine financial accounting transactions with an online financial system. Strong organizational and time management skills and attention to detail. -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. -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. -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. -Ability to work independently with frequent interruptions and changing priorities. -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. -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. -Experience working in a fast paced, educational and/or nonprofit environment is highly desirable. |
| Posted Preferred Qualifications |
| -Bachelors Degree -Knowledge of and experience with Raiser's Edge database. -Knowledge of UCR and UC administrative policies and procedures, particularly financial and purchasing. -Previous experience working in a university/college alumni relations office. -Proficiency in using the Internet to conduct research. -General knowledge of page layout software and design |