Title: Alumni Relations Assistant
Department: Alumni Relations
Provides support to the administrative staff in Alumni Relations for the planning, coordination and implementation of projects, events and services, publications and systems. Coordinates the scheduling, staffing and delivery of services for the spaces within the Alumni House and Visitors Center.
Primary Duties & Global Responsibilities:
(Must be able to perform these duties; usually consist of more than 5% of your job.)
- Coordinate services within the Alumni House and Visitors Center including scheduling, staffing and being liaison between guests and university providers. Assists guests in planning complex events in spaces available for rent in the House through interviews and contract administration.
- Responsible for hiring, scheduling, training and evaluating students and staff assigned to event planning and coordinates staff for weekend and evening events.
- Responsible for electronic calendar of university events for use with staff and students in assisting guests and scheduling building space campus wide.
- Receives information and requests from diverse publics, both internal and external to the University, and determines the appropriate way to handle.
- Coordination of alcohol beverage services and alcohol inventory for the Alumni House. Hire bartenders, handle billing post event.
- Data entry into the Alumni/Development database. (Millennium Database). Assist in coding and updating information.
- Responsible for credit card, cash and check deposits for Alumni House and university departments for all services including room rental, media services food, alcohol, bartenders etc. Collect payments, invoice external overnights and events as they occur, do month end billing reports for accounting with no discrepancies.
- Provides coordination for complex events for internal and external audiences such as chapters, constituency groups, campus events and wedding receptions.
- Coordinates the work orders for food service, media service, campus police and facilities services.
- Coordinates and acts as a liaison with Alumni House vendors for cleaning, linen, floral, etc. Monitors activity and resolves routine issues.
- Coordinates support services associated with arrangements for major meetings, conferences, exhibits, travel or other related duties for both internal and external groups.
- Attends major office and unit events, attend and be aware of what is happening on GVSU campuses.
- Schedules all Alumni House/Visitor Center on-site events using electronic reservation system (EMS).
- Update and maintain Alumni House portion of Alumni Relations web page through University Content Management System.
- Purchase supplies for Alumni House operations, maintain and inventory guest wing supplies as needed.
- Serve as advisor for the Future Alumni Association:
- Attend Advisor orientations, manage & track membership and Stuey member roster, manage communications and deadlines from Office of Student Life (group renewal, Max It Out communications etc.), oversee participation and planning of Campus Life Night, assist with event oversight, keep annual event calendar, maintain FAA historical records, applications and accept new FAA applications. Maintain FAA website and facebook page, connect FAA with alumni attendees at events in a purposeful fashion. Manage FAA event budgets and funding from Alumni Relations and Student Life, keep FAA informed of Alumni Association events & activities. Encourage participation and volunteer involvement. Maintain CASE-ASAP membership. Share CASE-ASAP communications. Attend CASE-ASAP District Conference.
- Other duties as assigned.
Minimum Required Qualifications:
- High school graduate.
- Minimum of four years of related work experience preferably in the area of event planning-weddings, receptions, conferences, meetings, special events. Related college course work may be considered in lieu of some of the experience requirement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Demonstrated experience to successfully operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory capacity.
- Type 55 wpm accurately; spelling competency (minimum 80% accuracy).
- Demonstrated experience to successfully use various computer software applications, word, excel, visio, publisher, EMS (event management system).
- Demonstrated successful experience in meeting the needs and requests of diverse university offices, constituency groups and individuals.
- Ability to interact in a confidential manner with internal and external constituents.
- Ability to handle complex financial arrangements with individuals both internal and external to the university.
- Experience in accounting, billing/invoicing, and math required and must be able to produce usage reports/graphs on a monthly basis, along with month end billing reports.
- Must be willing to work some evenings and weekends, and be on call to report to work for instances when subordinates fail to report.
- Must have excellent understanding of mainframe integrated software.
- Mush have own transportation.
- Must be able to lift and carry at least 30#.
- Must be able to do setups and teardowns of room (re) arrangements.
- Must be able to operate audiovisual equipment (laptop, projectors, pa system, ect.).
Desired Qualifications: (Preferred in addition to required qualifications.)
- Bachelor degree.
- Higher education work experience.
- Experience with mainframe applications.
- Accounting, math, billing skills.
- Experience scheduling rental space and arranging for complex events to be held in that space, prefer experience in EMS.
Supervision Received: (Who provides supervision?)
Supervised by a designated supervisor, but is expected to work independently and apply appropriate policies.
Supervision Exercised: (Whom do you supervise?)
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COT’s, but is not the decision maker.
Revised Date: May 2005
For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.