The Alumni and Parent Relations Office Manager manages the operational and administrative support functions of the Office of Alumni and Parent Relations. The Office Manager manages the procedures, support tasks, and systems that support the constituent relations work of the office including constituent outreach, volunteer recruitment and management, and event planning and execution. The Alumni and Parent Relations Office Manager reports to the associate vice president for constituent relations, works closely with the associate and assistant directors, and supervises the alumni and parent relations office assistant and all student staff.
Essential Job Functions and Responsibilities:
Oversee and manage the daily and routine frontline contact with alumni, parents, and students via the main office email account (alumoffice) and telephone lines. Work with the associate director to develop, document, implement, evaluate, and revise policies and procedures that govern routine constituent relations inquiries and ensure quality customer service. Train and evaluate APR office assistant and student staff on such protocols.
Provide operational support for the Alumni Council and Parents Council and their committees, including answering complex and routine inquiries from volunteers, helping to coordinate volunteer contact with other university departments, assisting with volunteer mailings and other outreach efforts, and providing volunteers with lists and other data.
Work with the assistant director for regional programming and Alumni Council regional club coordinators (all Tiers: 1, 2, and 3) to execute a full calendar of volunteer-sponsored regional events.
Oversee and manage support for all APR on- and off-campus events which includes Commencement Weekend, Homecoming and Family Weekend, Loggers Keep Learning off-campus regional events, Orientation Weekend, Summer Reunion Weekend, and other events. Supervise alumni and parent relations office assistant in executing event support responsibilities on time and in accordance with the office's high standards for quality and attention to detail.
Manage the communications calendar for the Office of University Relations. Provide support to the associate vice president in tracking communications deadlines and workflow. Proactively monitor the calendar for conflicts and approaching deadlines and provide early warning about potential issues. Work with the Office of Communications in tracking and monitoring the workflow of print and mail house vendors, serving as a frontline contact for these business partners.
Manage the Office of Alumni and Parent Relations Millennium (alumni database of record) reporting efforts. Coordinate with the associate vice president, and associate and assist directors to assess APR data needs. Serve as APR's lead contact with the Office of University Relations Information Services (OURIS) report writing team and proactively manage all testing and sign-off procedures needed to meet established deadlines.
Manage the systems for recording and tracking volunteer identification, recruitment, and recognition. Work with OURIS to ensure accurate coding of this work in Millennium. Work with the associate vice president, and associate and assistant directors to design and continually improve systems for managing, analyzing, and reporting on the data associated with these processes.
Manage the APR office budget and prepare budget variance and other reports as needed and in accordance with established deadlines.
Assist with making complicated travel arrangements. Provide meeting follow-up support including formatting contact reports for face-to-face visits, culling contact reports for new data, and facilitating the recording of this data into Millennium.
Assist associate vice president, and associate and assistant directors with preparations for Alumni Council and Parents Council meetings, and other internal and external group meetings. Create and monitor planning timelines and execute event tasks accordingly.
Interview, hire, train, and supervise the alumni and parent relations office assistant and all student staff.
Perform other duties as assigned by the associate vice president for constituent relations.
Supervisory Responsibilities: Supervises the alumni and parent relations office assistant and all student staff. Budget Responsibilities: Manages office budgets and prepares budget variance and other reports as needed and in accordance with established deadlines. Qualifications:
A college degree or equivalent combination of experience and education.
A positive public presence, warm and gracious personality, and a sense of humor.
A track record of building long-term relationships with previous employers and their constituents. The ability to work and communicate effectively, orally and in writing, with a broad range of internal and external constituents including alumni, parents, faculty, staff, students, and friends of the college.
Strong interpersonal leadership and communication skills.
Ability to respectfully work, communicate and provide leadership within a diverse campus community.
The ability to work independently, solve problems, handle confidential information, and navigate sensitive situations.
Experience in supervising and managing office support personnel.
Excellent project management and planning skills as well as superior attention to detail.
Highly developed computer skills including experience with Microsoft Word, Excel, Outlook, and PowerPoint.
Experience working in databases. Preferred experience in Sage Millennium.
Experience working in email marketing software.
Ability to travel locally, and work some evenings and weekends.
Ability to respectfully, work, communicate and provide leadership within a diverse campus community.
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.
Application Deadline: Interested individuals are encouraged to submit application materials no later than November 1, 2019 to ensure consideration.
Letter of Interest
Applications submitted without the required attachments will not be considered.
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.
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.
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.