Description
POSITION OBJECTIVE
The engagement and business operations coordinator is responsible for strategizing and planning alumni events working with internal partners including procurement and accounts payable. This position is responsible for supporting the Office of Alumni Relations to include budget/invoice coordination, preparing presentations, list coordination, managing relationships and overseeing meeting/event logistics. The coordinator will assist the Office of Alumni Relations with implementation of customized alumni engagement events and programs activities. They will also have a working knowledge of alumni center event rentals and protocol.
ESSENTIAL FUNCTIONS
Manage schedules, budgets, travel, and reimbursements for the Office of Alumni Relations staff and activities, specifically, the associate vice president, events, programs, and engagement activities. Manage business operations for the Office of Alumni Relations, including mail and birthday celebrations. Effectively manage department expenditures, meet with department staff to reconcile monthly expense statements, provide budget forecast recommendations to the associate vice president, manage expense reports, process journals, and partner with the procurement office for special contracts as needed. (25%)
Produce weekly event registration reports and evaluate impact based on tracked metrics from survey responses for the Office of Alumni Relations, senior leadership, and others as necessary. Recommend areas of improvement for future events and programs. Contribute to departmental efforts for establishing organizational systems. (25%)
Serve as point of contact for the Office of Alumni Relations, managing the alumni relations email and main phone line. Respond or refer parties to the appropriate team member or department in a friendly, timely and efficient manner. Track, organize and manage ordering of office supplies for the department. Manage CyberSource monthly transactions. (20%)
Serve as the primary liaison between the Office of Alumni Relations¿ affinity partners and vendors that provide benefits to alumni including the Ohio Collegiate License Plate Scholarship Program. Manage stewardship, communications and scholarship designation for Ohio Collegiate License Plate Scholarship Program. (15%)
NONESSENTIAL FUNCTIONS
Assist with the execution of Homecoming and Reunion registration and events. Staff and service as point person for at least one major event during Homecoming weekend. (5%)
Provide on-site management support for internal and external events scheduled at the Linsalata Alumni Center during business hours. (5%)
Interact extensively with alumni, university donors, and staff at all levels of the university, to develop ideas and initiate collaborative engagement activities. (5%)
Maintain roster and historical records of The Alumni Association Board of Directors involvement as well as schedule their meetings and assist with their visitation. (2.5%)
Perform other duties and responsibilities as assigned. (2.5%)
CONTACTS
Department: Contact with associate vice president, directors, alumni relations team, and staff as required to perform essential functions.
University: Contact with alumni and development staff in schools and management centers, faculty, and staff as required to perform essential functions.
External: Contact with outside vendors and alumni. Contact with alumni chapter leaders, board members and donors as required to perform essential functions.
Students: Contact with students/student volunteers as required to perform essential functions.
SUPERVISORY RESPONSIBILITY
No direct supervisory responsibility.
QUALIFICATIONS
Experience: 5 years of work experience required, with a focus on office administration, customer service, or related field. Experience in tracking and analyzing established metrics. Experience in non-profit or university setting, and budget management is preferred.
Education: High school education required; prefer Bachelor's degree.
REQUIRED SKILLS
Demonstrated excellent communication and interpersonal skills are necessary, as is the ability to interact with various internal and external constituencies. Proven ability to work both autonomously and within a team. Ability to interact with colleagues, supervisors, and customers face to face.
Proven ability to troubleshoot and to identify problems and appropriate responses to complex issues involved in event and schedule management.
Computer proficiency (including Microsoft Office and Google Suite) and the ability to learn new programs.
Attention to quality and detail are essential.
Strong writing skills and proofreading.
Flexibility, tact, approachability, and responsiveness.
Ability to discreetly handle sensitive information.
Must be able to work outside of regular office hours on an infrequent basis, including evenings and weekends.
Ability to meet consistent attendance.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
WORKING CONDITIONS
General office working environment located at the front desk/reception.
Requirements
QUALIFICATIONS
Experience: 5 years of work experience required, with a focus on office administration, customer service, or related field. Experience in tracking and analyzing established metrics. Experience in non-profit or university setting, and budget management is preferred.
Education: High school education required; prefer Bachelor's degree.
