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University of Puget Sound Alumni and Parent Relations Assistant in Tacoma, Washington

Alumni and Parent Relations Assistant University of Puget Sound Job ID: 4639 Location: Alumni and Parent Relations Full/Part Time: Full-Time Regular/Temporary: Position Description: The Alumni and Parent Relations (APR) assistant will provide program and administrative support to the director of Alumni and Parent Relations, assistant directors, and office manager. The assistant manages a variety of complex event planning and administrative operations in support of the work of the office, including interacting with internal and external constituents, arranging on- and off-campus event details, and coordinating and executing e-mail marketing efforts. This position will be responsible for implementing, coordinating, and monitoring departmental projects. The Alumni and Parent Relations assistant works closely with all members of the alumni and parent relations team and reports directly to the Alumni and Parent Relations office manager. Essential Job Functions and Responsibilities: • Respond to complex inquiries from internal and external constituents including faculty, staff, students, alumni, parents, and friends. • Provide support for on- and off-campus alumni and parent relations events, including Commencement Weekend, Homecoming and Family Weekend, Loggers Keep Learning off-campus regional events, Orientation Weekend, Summer Reunion Weekend, and other regularly scheduled and special events. • Assist program managers with event planning, including working with internal campus partners and external vendors to secure space and equipment, arranging catering, preparing purchase orders, and coordinating other logistical needs for on- and off-campus events. • Coordinate and execute alumni and parent relations e-mail marketing plan using the Emma e-mail marketing tool. Manage event and other dynamic Web pages. • Support alumni online services, including the online directory and alumni email accounts through Microsoft 365. • Prepare and proactively monitor timelines to track progress toward event planning details and deadlines. Coordinate event briefing process and prepare event briefing materials for distribution. • Process event registrations, distribute rosters, and track attendance for all alumni and parent relations events. • Coordinate event committee and other meetings, including attendance tracking, agenda and minutes preparation and distribution, and other meeting details. • Perform daily office functions, including coordinating and processing information utilizing various PC computer applications including Microsoft Word, Excel, and PowerPoint. Maintain and manage schedules, schedule meetings, draft and process letters and other correspondence, and handle all incoming paper mail, electronic mail, and telephone calls. • Assist with making complicated travel arrangements for APR contact officer visits and meetings. Prepare for distribution event contact reports and contact reports for contact officer face-to-face visits. Cull contact reports for new data and facilitate the recording of this data into Millennium. • Run key fund raising and volunteer management software (Millennium or equivalent) programs and perform data analysis including event reports, management reports, and data integrity reports. Manipulate and format reports in Excel using macros and pivot tables. • Manage constituent and other data stored in fund raising software (Millennium or equivalent), including volunteer and prospect management data, event data, and volunteer data. • Assist Office Manager in interviewing, hiring, and supporting student staff. • Perform other duties as assigned by the director of Alumni and Parent Relations and t