Program Coordinator for Alumni Relations

Job Summary

The Program Coordinator for Alumni Relations plays a key role in strengthening and sustaining the long-term engagement of university alumni, friends, and donors. The Program Coordinator oversees the day-to-day operations of the Alumni House, including managing facilities and operations staff to support planned activities and events; they also develop and implement systems, policies, and procedures that support the Association’s core engagement programs. The role is responsible for delivering high level customer service standards and protocols to ensure a safe, welcoming, and high-quality experience for all Alumni House guests.

Essential Functions

• 40% House Operations Management
  Responsible for daily onsite presence and building operations 8 a.m. to 4:30 p.m. with a one-hour lunch. Responsibilities include but are not limited to: staffing a welcome center; producing daily utilization and set-up reports; reserving space; coordinating with University event services; supporting major functions; conducting regular meetings with AVP of Alumni Relations to address critical business functions.

• 25% Facility and Inventory Management
  Responsible for building maintenance, including: evaluating cleaning and custodial standards; monitoring room setups and breakdowns; coordinating fire and safety programs; maintaining equipment inventory control system; coordinating gallery displays and alumni/faculty library collections; ensuring facility compliance with government regulations and health and security standards; serving as liaison to UVM CatCard Center for building security and access management; and developing and monitoring a visitor parking management program.

• 15% Program Support
  Play an active, effective, team-oriented role in ensuring the success and attainment of alumni relations program goals; collaborate with UVM Foundation staff to raise awareness of alumni house programs and coordinate with campus partners.

• 15% Office Support
  Monitor and replenish office supplies and items necessary for departmental operations; support other Alumni Association activity as needed.

• 5% Other duties as assigned

Desired Skills & Abilities

• Skilled relationship builder, with experience in customer relations setting.

• Superior skills in Microsoft Office suite, specifically high efficiency in data manipulation and document management.

• Experience with, and ability to learn, software applications (database utilization; as well as the ability to set up software for efficient use and deliver training to colleagues).

• Ability to think independently and use critical and creative thinking to solve problems in a complex environment.

• Highly organized, flexible, collaborative, and able to be responsive to multiple senior level professionals.

• Ability to manage multiple projects simultaneously with a keen eye for detail and ability to balance needs of team members.

• Self-starter with the ability and desire to achieve a high level of productivity and success and to consistently seek new opportunities to learn and grow.

• Strong interpersonal skills; demonstrated written/oral communication skills.

Minimum Education & Experience

• Associate’s degree and three years of professional administrative assistant experience, preferably in higher education OR any equivalent combinations of education and/or experience from which comparable knowledge, skill and abilities have been achieved.