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OFFICE COORDINATOR FOR ALUMNI RELATIONS

Job Number:

09-OIA-89

Status:

RFT

Hours:

Monday - Friday 8:00am - 5:00pm, with some weekends

Salary:

Commensurate with experience


Requirements

Education:

Bachelor's degree preferred, 2-5 years experience

Experience/Skills:

The Coordinator and Lead Office Assistant to the Office of Alumni Relations should posses:
  • Two to five years experience in managing complex office procedures, Bachelor's degree preferred.
  • Ability to communicate well with various publics in person, by mail, telephone and electronic means.
  • Demonstrated ability to plan and manage projects including the coordination of multiple tasks.
  • The ability to work independently with high quality, attention to detail, and timeliness.
  • Demonstrated ability to work collaboratively with others in a collegial setting.
  • Demonstrated ability at coordinating and supervising subordinates.
  • Strong capabilities in word-processing, spreadsheets, Web management and electronic databases.
  • Positive attitude and willingness to work in a collaborative environment
  • A commitment to the mission of Valparaiso University.

Job Summary:

The Office Coordinator serves the Office of Alumni Relations (OAR) at Valparaiso University in two primary capacities: as a project manager and team leader on projects critical to the OAR strategic plan; and as the lead office assistant to OAR administering and coordinating the responsibilities of that office.

Working and reporting relationships: The Coordinator and Lead Office Assistant:

  • Reports to the Director of Alumni Relations.
  • Works as a member of the OAR and Institutional Advancement teams.
  • Supports the activities of the directors.
  • Maintains supportive relationships with VU Alumni Association Board of Directors, Parents Council, and Student Alumni Association.
  • Maintains collegial working relationships with various auxiliary and administrative units, such as the Guild, admission, student affairs, athletics, University colleges and departments.
Responsibilities:
  • Serves as project manager and team leader at the direction of the director for specific projects, programs, and activities in support of the OAR strategic plan.
  • Is the first point of contact for inquires from both internal and external audiences; handles and prioritizes requests, problems and confidential matters.
  • Organizes and supports OAR and University events, including: logistics, ticketing, reservation processing, invitations, and evaluation.
  • Coordinates campus participation, registration and other aspects of major alumni events, Homecoming, Reunions and Family Weekend.
  • Manages the calendar of alumni events in various forms and distributes accordingly. Maintains an annual summary of events and attendance, including comparison reports for all OAR events and activities.
  • Processes and monitors all budge transactions, and prepares quarterly budget reports.
  • Prepares correspondence, proposals and memorandums. Proofreads all correspondence, publications, and copy.
  • Establishes and maintains office procedures. Organizes and maintains records and files.
  • Trains, coordinates and manages student aide(s).
  • Oversees the design, ordering and inventory of premiums and reevaluates as needed.
  • Manages the process for special plate administration, affinity products and alumni babies.
  • Represents OAR at monthly support staff meetings.
  • From time to time, serves as a spokesperson for OAR and the University.
  • Other duties as assigned.

To apply for this position, please choose one of the options below:

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Valparaiso University 1700 Chapel Drive, Valparaiso, IN 46383