"Alumni and Parent Relations Office Manager"

Job Description

Alumni and Parent Relations Office Manager
University of Puget Sound
Job ID: 8596
Location:
Full/Part Time: Full Time
Regular/Temporary: Regular

Staff Posting Details

Appointment: Regular, full-time (1.0 FTE) position.

Work Location:
This position is based in Tacoma, WA, and is hybrid eligible (minimum of 4 days on-site) after a successful evaluation period.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

Position Summary:

The Office Manager serves as an initial contact point for any constituent seeking support or information from the Office Alumni and Parent Relations (APR). They manage the procedures, tasks, and systems that support the work of the office including constituent outreach, volunteer recruitment and management, and event planning and execution. The Office Manager has a critical technical role by demonstrating expertise in their use of university databases, university software and programs, social media presence, and office equipment. The APR Office Manager reports to and supports the Director of APR, works closely with Assistant and Associate Directors, and supervises student staff.

Essential Job Functions and Responsibilities:

Alumni and Parent Relations Responsibilities

• Monitor the APR office budget and prepare budget variance and other reports as needed and in accordance with established deadlines;
• Manage support for all APR on- and off-campus meetings and events;
• Coordinate responsibilities including planning, on-site, and follow-up logistics on time and with a high standard of quality and attention to detail;
• Interview, hire, train, and supervise Alumni and Parent Relations student staff;
• Establish strong working relationships with other university offices;
• Perform other duties as assigned by the Director of Alumni and Parent Relations.

Constituent Support

• Collaborate with contact officer colleagues across the division to provide engagement opportunities that bring alumni closer to the university and advance their progress toward meeting the engagement and fundraising goals outlined in the university's strategic plan, fundraising plans, the university's comprehensive fundraising campaign Greater, We Ascend, and the DEIB strategic plan.
• Oversee and manage the daily and routine frontline contact with alumni, parents, family members, and students via the main office email account and telephone lines.
• Work with the Director to develop, document, implement, evaluate, and revise policies and procedures that govern routine constituent relations inquiries and ensure quality customer service.
• Provide operational support for the Alumni Council and its 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.
• Support Director, Associate Director, and Assistant Director with preparations for Alumni Council meetings, as well as other internal and external events.
• Plan the University's annual fall Parent Orientation event and support spring Grad Fair in collaboration with the Director and campus partners;
• Create and monitor planning timelines and execute event tasks accordingly.

Technical

• Accurately and professionally write, edit, and disseminate mass communications and invitations to Alumni and Parent Relations events and meetings.
• Skillfully utilize the university relations database of record reporting efforts. Lead regular input of event registration and attendance data into the database.
• Manage the systems for recording and tracking volunteer identification, recruitment, and recognition. Monitor the regular volunteer audit process, ensuring coordination with other staff in Alumni and Parent Relations.
• Manage regular engagement metrics collection of data and recording.
• Play an active role in advancing Alumni and Parent Relations' social media presence.
• Maintain a strong working relationship with database administrators to maximize reporting capabilities.

Supervisory Responsibilities
This position supervises 1-5 student staff.

Budget Responsibilities
Manages office budgets and prepares budget variance and other reports as needed and in accordance with established deadlines.

Qualifications:

A successful candidate should be able to:

• Display strong interpersonal and customer service skills and exceptional written and verbal communication skills.
• Work with a broad range of internal and external constituents including alumni, parents, family members, faculty, staff, students, and friends of the university.
• Work well independently and as a member of a team.
• Multi-task in a fast-moving environment while setting priorities, and adjusting as necessary, with minimal guidance in order to meet deadlines and achieve successful outcomes.
• Respectfully work, communicate, and provide leadership within a diverse campus community.

A successful candidate will have:

• Proficiency with Microsoft Office and Google suites.
• Experience working in databases and email marketing software.
• Experience working in an educational or related setting
• Familiarity with managing social media platforms.
• Experience in supervising and managing office support personnel.
• Excellent project management and planning skills, as well as superior attention to detail.
• Demonstrated ability to think creatively about new processes that support efficiency
• Ability to travel locally, and work some evenings and weekends.
• High school diploma or equivalent combination of experience and education.
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Compensation and Benefits:
It is anticipated that the successful candidate will be hired between $20.25 to $21.45 per hour. The rate for an experienced employee in this role may go up to $23.80 per hour, and the starting salary will be based on experience level. 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.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note:

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

Application Deadline:
Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

• Resume
• Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.