General Summary:
Under the direction of the Senior Director of Alumni Engagement, the Alumni Engagement Coordinator manages the day-to- day operations of the Alumni Engagement Office and provides direct administrative support to the Senior Director of Alumni Engagement as well as the Assistant Vice Chancellor of Alumni Engagement. The incumbent will be responsible for all purchasing and financial record keeping for all members of the UA engagement unit and will manage the travel plans, expenses and reconciliation. The Coordinator will assist with the creation, development, and execution of all engagement-related events, including reunions and regional events. The Alumni Engagement Coordinator is also responsible for responding to all email and phone inquiries from alumni, and processing and monitoring the replacement diploma program and the alumni membership program. This position requires extensive work with outside vendors as well as procurement to ensure compliance for services and goods obtained.
Examples of Duties:
- Provide administrative support to the Senior Director of Alumni Engagement as well as Assistant Vice Chancellor of Alumni Engagement; prepare a wide variety of correspondence and reports, including drafting memos/letters and emails to alumni and other constituents, collecting notes for alumni publications, taking board minutes for the Alumni Association Board and Young Alumni Council meetings; reviewing reunion class data; receive and direct internal and external phone and e-mail inquiries regarding alumni engagement and communications and when necessary, field inquiries to appropriate staff person;
- Execute a variety of support tasks crucial to the efficient operation of the Alumni Office; ensure the Alumni Office runs smoothly by working collaboratively and performing other activities that support the Alumni Engagement function as assigned by the Senior Director or Assistant Vice Chancellor; respond promptly to internal and external inquiries to provide information concerning development and alumni activities;
- Schedule board and council meetings and individual alumni meetings on behalf of the Senior Director and Assistant Vice Chancellor, both on and off campus, and coordinate information to be presented at such meetings;
- Create a master calendar of all alumni events scheduled and assist Senior Director of Alumni Engagement with planning and execution of alumni-focused event-related activities, including reunions and special events, and other University constituencies; schedule time and location and reserve required facilities, checking the availability of parties involved and ordering food, supplies and other necessary materials and equipment;
- Create event landing pages, registration pages, and evites for all events; create mail and email merges for letters of invitation for specific events; coordinate and track RSVP list for events and prepare name tags; place cards, menu cards, and directional signage;
- Assist with staffing plans for events, maintain correspondence between volunteer staff and department, provide details and guidance regarding volunteer duties;
- Assist with the development and tracking of surveys to measure event success; research, review and analyze survey and other data and prepare departmental reports using that data;
- Process and monitor the replacement diploma program, and the alumni membership program, including assisting with the management of the benefits, services and affinity programs associated with alumni membership;
- Serve as administrator of financial services to the UA Engagement team for personal, travel, and other office expenses, process travel plans, including assisting in securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in the on-line expense module in accordance with university policies;
- Serve as purchasing administrator for the purchasing of small commodities for the UA Engagement area; maintain inventory levels of supplies and ordering needed supplies for UA Engagement unit; enter and track purchase orders to completion on the finance system, ensure that invoices are paid in a timely manner;
- Reconcile procurement credit card statements while adhering and complying with university policies and procedures; manage the bank card and all employee reimbursements, maintain and reallocate bank card expenses, process bank card and employee expense reimbursement; maintain all documentation related to purchases to ensure proper documentation for audit purposes; create e-PAF forms for new and returning students;
- Communicate with vendors and event partners on a regular basis to ensure that all needs are met and to ensure the success of the event; responsible for receiving all invoices and receipts associated with the event and ensure proper payment to vendors and/or location;
- Work with Advancement Services to ensure that alumni biographical information is up-to-date and recorded in the department CRM;
- Work directly with external vendors in the solicitation and review of bids for goods and services related to events and other office activities and projects;
- Work on special projects assigned by the Assistant Vice Chancellor and Senior Director of Alumni Engagement, as needed;
- Perform other duties as assigned.
Qualifications:
Applicants are required to have one to three years full-time or equivalent part-time experience in alumni relations or development operations and proficient experience in planning and coordinating events. Experience with office management, office administration, business administration or business management required. Bachelor’s degree and experience in higher education preferred but not required. The incumbent will be required to work evening and/or weekend hours to support the office in special events and meetings.
Preferred Qualifications:
- Demonstrated interest in alumni relations, event planning, or a closely related field preferred.
- Experience working with web and email platforms, such as iModules software preferred.
- Experience working with fundraising and alumni engagement CRM systems.
- Experience working with high-level officials, such as executive leadership, alumni, donors and prospects preferred.
- Experience with budgeting, purchasing, reconciling accounts, and vendor relations preferred.
Knowledge, Skills and Abilities:
- Proficiency in Microsoft Office and other administrative software applications, including desktop publishing;
- Proficiency in using social media, including Facebook, Twitter and LinkedIn platforms;
- Knowledge of the principles and practices of office management;
- Demonstrated ability to proofread newsletters, correspondence and website details for accuracy, grammar and spelling;
- Demonstrated ability to manage multiple tasks concurrently, working both under supervision and independently;
- Ability to prepare general reports, charts, graphs and tables;
- Ability to determine proper format and procedures for assembling items of information;
- Ability to work effectively as part of a team with both individuals from within and outside the university;
- Ability to maintain a high level of confidentiality and work with confidential and time sensitive information and materials;
- Ability to exercise sound judgment;
- Ability to work in a fast paced work environment;
- Strong oral and written communication skills;
- Strong analytical, organizational, problem solving and interpersonal skills, with the ability to provide complex, confidential administrative support in a high-profile environment with tact and diplomacy;
- Professional demeanor when working with alumni, campus partners and other constituents;
- Strong attention to detail, with the ability to work across a variety of projects with diverse constituencies;
- Strong commitment to customer service.
Application Instructions:
Please apply online with your resume, cover letter and list of three professional work references.
Review of candidates will begin following the application closing date.
Grade: 18 Hourly Rate: 33.58
This is a non-exempt union position.
All official salary offers must be approved by Human Resources.
UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the HR@umb.edu or 617-287-5148.
