Administrative Coordinator, Alumni Relations

The Administrative Coordinator provides administrative and operational support to the Office of Alumni Relations in operating the Pinizzotto-Ammon Alumni Center and in executing alumni programs, communications, and customer service for alumni and friends of Thomas Jefferson University. The Administrative Coordinator provides general administrative support for the Alumni Relations team and assists with general office duties for the Office of Alumni Relations and the Pinizzotto-Ammon Alumni Center in support of institutional alumni engagement goals.

ESSENTIAL FUNCTIONS:

Provides administrative support for the operation of the Pinizzotto-Ammon Alumni Center

• Staff the Alumni Center during operating hours
• Greets alumni and guests and provides them with customer service support
• Promptly, accurately, professionally, and courteously responds to general telephone and email inquiries and requests
• Provides support for day-to-day operations, as well as alumni events and meetings
• Maintains the master schedule for the Alumni Center and Alumni Relations team

Provides administrative support for the logistical management of alumni events, programs, and services

• Processes event registrations including, but not limited to, the preparation of registration data, registration lists, name tags, confirmation emails, thank-you emails, attendee surveys, alumni information updates, and final attendance reports
• Creates event reports in Cvent and Raiser's Edge and ensures that all participant and event data is properly and promptly entered and coded

Provides customer service support for alumni and friends

• Promptly, accurately, professionally, and courteously responds to general telephone and email inquiries and requests
• Ensures that all constituent information updates received via email, telephone, letter, and in person are promptly provided to OIA Information Management for processing

Performs general office duties and provides general administrative support

• Arranges meetings, coordinates mailings, manages office supply inventory, and maintains schedules
• Assists with administrative duties and general office duties for the Office of Institutional Advancement

Coordinates the day-to-day business operations for the Office of Alumni Relations

• Executes the day-to-day fiscal processes in compliance with Jefferson and Office of Institutional Advancement (OIA) policies and protocols, including but not limited to, the processing of vendor invoices, tracking of vendor payments, requesting reimbursements, and processing refunds
• Maintains a tracking process to accurately report on actual and anticipated budget activity for the Office of Alumni Relations
• Coordinates the accurate and prompt coding of alumni volunteer and engagement activity in Raiser's Edge database

Collaborates with team to develop, propose, implement, and assess Jefferson alumni engagement strategies using social channels and other new technologies

• Coordinates the day-to-day management of the Thomas Jefferson University Alumni social channels
• Provides prompt, accurate, professional, and courteous customer service responses to inquiries and requests received through social channels
• Provides regular reports on social media engagement

Other functions as assigned

• Contributes to the execution and achievement of the Office of Alumni Relations' annual operating plan
• Occasionally represents the Office of Alumni Relations and the Office of Institutional Advancement at Jefferson alumni, student, and donor events on campus or in the Philadelphia metropolitan area, including signature annual alumni engagement programs, including but not limited to, Homecoming, SKMC Alumni Weekend, and college-based alumni days.
• Participates on University and department committees as assigned
• Updates constituent records and tracks engagement in a Raiser's Edge database
• Contributes to the overall success of the Office of Alumni Relations by performing all other duties and responsibilities as assigned

Qualifications

High school diploma or GED. College degree preferred.



CERTIFICATES, LICENSES, AND REGISTRATION :



EXPERIENCE REQUIREMENTS :

• Minimum of one year work-related experience required, preferably in a university, fundraising, nonprofit, or academic healthcare organization
• Strong organizational skills, high attention to detail, and the ability to meet deadlines and handle a diverse workflow of several simultaneous projects are required
• Strong communication, interpersonal, and collaborative skills are required
• Excellent administrative and customer service skills are required
• Ability to interact with colleagues, alumni, benefactors, students, and other constituents consistent with Jefferson's Mission, Vision, and Vales is required

Conditions of Employment

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson's clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Closing Statement

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.