Alumni Operations Specialist - University Advancement

APU is seeking employees who desire to engage in our thriving culture by cultivating community through professional interactions demonstrating a posture of lifelong learning and modeling Christ-like character. Working together employees at APU are committed to creating a university atmosphere that is pleasing to God and edifying to one another.

The Alumni Operations executes events and initiatives as well as manages the business operations of Alumni Engagement including but not limited to facilitating prompt and professional responses to all email correspondence phone calls social media contacts and in-office visits from alumni and other guests creating a warm and welcoming experience for all who interact with Alumni Engagement.

This role is critical to the execution of all alumni-related events including on-campus events off-campus events regional events and any web-based activities as well as managing event timelines and budgets. This person will participate in hiring training scheduling and supporting student employees and will work closely with the Advancement data team to help ensure alumni contacts are documented and accounted for.

Additionally the Operations will support social media efforts in collaboration with the Director of Alumni Engagement and the Advancement Communications Specialist. This role is critical in executing initiatives as assigned by the Director of Alumni Engagement.

This position is partially donor-funded through the campaign.

Required Education

• Bachelors degree required (preferably in Business Communications Public Relations Marketing Journalism or other related fields).
• Masters Degree preferred or in progress.

Required Experience

• Three to five years of experience in Alumni or related field.

Primary Duties/Essential Functions

Events Support

• Facilitates all Alumni Engagement events including working with Event Services and the Advancement Events teams to reserve on-campus rooms or external facilities working with the Advancement Communications Specialist to craft and send invitations create forms and track event registrations manage event purchases/budgets etc.
• Work with product vendors that supply materials and items for the office for events and otherwise.
• Provide and input data on all events and attendance for alumni engagement scoring.
• Manage registrations from RSVP through attendance for alumni events.

General Alumni Office Support

• Manage alumni engagement initiatives including alumni admissions volunteers career volunteers and event volunteers.
• Create and execute processes for collecting alumni engagement data. Work with Advancement analysts to report on this data.
• Manage all print and promotional materials for the office.
• Manage the central alumni email address and respond professionally and promptly.
• Manage the central alumni phone system (DialPad) and ensure all calls are answered or responded to promptly providing excellent customer service.
• Manage monthly expense tracking reconciliation and reporting via the Concur system.
• Assist with travel arrangements if needed.
• Manage and organize the community Alumni Engagement team folder.
• Oversee office protocols and processes for ordering promotional products managing invoices creating processes for office operations and managing paperwork and timekeeping for student employees.
• Manage vendor relationships.
• Schedule weekly staff meetings including note-taking and follow-up.
• Function as the primary contact person for Mail Services to verify all mailings through the Alumni Engagement account.
• Regular punctual attendance as required by the supervisor and facilitated by department needs which will include evening and weekend hours based on event scheduling.
• Perform other duties as required by the supervisor.

Skills

• Event planning experience and ability to manage multiple projects simultaneously.
• Social media management experience as needed including working with Communications Specialist.
• Manage office equipment needs.
• Strong oral and written communication skills.
• Ability to communicate effectively with alumni parents students faculty and staff with proper English usage.
• Experience using Google Apps and Microsoft Office (primarily Word and Excel) with accuracy and skill.
• Ability to quickly adapt and learn new computer and website procedures and processes.
• Good organizational skills and strong attention to detail.

Mental Demands

• Must have a high degree of initiative to handle multiple tasks simultaneously.
• Ability to work independently.
• Ability to exercise independent judgment and discretion keep confidentiality and manage several projects at the same time using logical problem-solving.
• Ability to work under pressure meet deadlines and follow through.
• Ability to learn and retain information and procedures.
• In agreement with the purpose and mission of Azusa Pacific University in providing a Christian-based higher education for its students.

Physical Demands

• Intermittent sitting and standing.
• Requires repetitive keyboard hand and finger motions.
• Hearing and speaking on the telephone.
• Able to conduct business at other offices on campus or work remotely if needed.
• Able to accommodate a flexible schedule that includes adjusting hours for evening and weekend events.
• Able to lift up to 50 lbs. occasionally primarily when supporting the execution of events.

Visual Demands

• Reading writing notes and extensive computer usage.

Environment

• Collaborative professional office environment.

Technologies

• Proficient in Google Apps Microsoft Office (primarily Word and Excel); PeopleSoft CRM systems and DialPad. Ability to learn new software.

Compensation

• Grade 10: $25.94 to $29.83 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications experience and internal addition to compensation APU offers a competitivebenefits package.

Azusa Pacific University is a Christ-centered multicultural community that values and seeks faculty and staff who are committed to diversity work effectively with diverse populations and engage others in ways that honor our rich cultural mosaic and biblical foundation. Please click the links to learn more about what we believe our mission statement and our statement of faith.

You can learn more about APU by watching the stories of faculty staff and alumni as they carry out our mission here: Pacific University will conduct a background check on all final candidates. Review of applications will begin immediately and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race color national origin sex age disability or status as a veteran in any of its policies practices or procedures. Women and minorities are encouraged to apply.