Description
Incumbent is responsible for providing administrative support for all the various functions of the Alumni Relations team. This includes all aspects of coordinating mailings/invitations; handling all logistics for a variety of special events; the processing of all invoices; the managing of data requests; overseeing the inventory of supplies and SWAG; and other similar duties as needed. This person will partner with others on the Advancement team and throughout the University to build relationships with alumni. Reports to the Senior Director Alumni Relations.
Essential Duties and Responsibilities*
Provides general administrative support to the Alumni Relations team to include updating team documents, updating alumni website, ordering supplies, placing work orders, mailing SWAG to event attendees, answering phones; and greeting visitors.
Responsible for answering alumni 1-800 phone inquiries from all alumni. Responsible for answering general email alumni@webster.edu and gorlokgiving@webster.edu inquiries.
Assists the Alumni Relations team with event preparation to include printing and mailing of invitations and programs; contacting caterers; ordering rentals; submitting work orders; reserving campus locations; obtaining supplies; taking reservations; preparing name tags and place cards; and staffing most events.
Assists with all Alumni Board activities to include reserving rooms; scheduling and launching zoom; buying refreshments; ordering gifts; making packets of agenda and handouts for each meeting; as well as taking and preparing minutes for each Board meeting (seven per year).
Assists with all Alumni Homecoming Weekend activities, with primary responsibility for key logistics such as tracking reservations, preparing name tags, event set-up preparation, staffing registration table, as well as creating, printing and mailing the 50 th Reunion Bio book, etc
Assists the Senior Director with special mailings and invitations, to include merging letters; and working with both external and internal print shops and mail houses.
Processes all invoices, purchase orders, and expense reports for Alumni Relations team.
Maintains and manages the inventory of alumni merchandise/ SWAG and works with vendors to order more supplies when necessary. Ships SWAG to various campuses as requested.
Works with vendors to order, proof and mail Outstanding Alumni awards to present at Commencement and Student Awards at regional campuses.
Responsible for data updates in JX - from individual contact information to uploading event attendees to tracking various interactions.
Fulfills all data requests needed by the Alumni Relations team as well as those that come from other departments at the Webster Groves campus and from other regional campuses.
Updates alumni website as needed.
Manages the Missouri license plate program.
Maintains confidentiality in all matters pertaining to the Advancement Office and the University.
Location:
Webster Groves Campus-WEBG
Minimum Qualifications
College Degree
Excellent organizational and administrative skills with strong attention to detail.
Strong technology and database skills.
Interpersonal/human relations skills; customer service-oriented.
Self-motivated with ability to work on tasks independently.
Good individual and group decision-making skills.
Ability to coordinate multiple tasks simultaneously.
Team participation skills.
Strong verbal and written communication skills.
Computer literate; strong database skills.
May be required to work events which occur outside of regular university hours of operation.
Preferred Qualifications
Higher education or non-profit
Department
Alumni Office - Domestic-ALMD
Special Instructions For Applicant
Physical Demands
Within the normal range of an office environment.
To apply, visit https://recruiting.adp.com/srccar/public/nghome.guid?c=1180715&d=ExternalCareerSite&prc=RMPOD3&r=5000901012300
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