University of Colorado Anschutz Medical Campus

Department: Office of Advancement

Job Title: Alumni Relations Administrative Assistant

Position: #821876 - Requisition: #33765

Job Summary:

Under minimum supervision, performs tasks of Administrative Assistant III and may provide functional guidance to clerical staff. Duties and tasks reflect substantial variety and complexity. Is a resource to others in the resolution of complex problems and issues. Applies skills and knowledge in multiple functions.

Supervision Received: Reports to the Exec. Director of Alumni Relation

Supervision Exercised: No direct report

40% Alumni Association Boards Support

• Provide logistical support to alumni association boards on campus:
• Support scheduling of board, committee, and other meetings for the boards' activities
• Answer alumni inquiries and research requests received related to the work of the alumni associations
• Manage logistics of board meetings, including scheduling location, catering, preparing materials, sending of pre-meeting and post-meeting communications, day of set-up, and completing board minutes; Attend board meetings to support execution of the meetings
• Provide administrative support to board activities, examples include mailings, welcome gift for recent graduates, gathering information from board members
• Support the work of the committees of the alumni association boards
• Assist with event planning logistics of board related events as needed
• Complete necessary contact reports and mass uploads to capture the work of the alumni association boards

20% Data Management

• Supports alumni relations leadership staff to maintain accuracy of database records for alumni. Including projects such as; Compiles lists and reports for various alumni relations communications. Alerts central processing of any updates and changes. Completes data projects for targeted alumni audiences which includes researching current contact and employment data and submitting changes to central processing. Input engagement data from alumni activities on campus
• Serve as the liaison for the alumni team and the CU system reporting and records team to support mass uploads of alumni engagement data, contact data, and communication preferences
• Serve as the point of contact for alumni related reports in the CRM
• Input alumni engagement tracking data as needed
• Provide analysis on data segments to support program decisions
• Trains partners and team members on proper data processes and understanding data reports

20% Administrative Support for the Executive Director

• Provides administrative support functions, such as assisting with calendaring and scheduling meeting, supporting administrative tasks related to projects or inquiries, assist with expense reporting and team communications
• Provides support for meeting preparation such as pre-meeting communications, materials for the meeting, agenda, setup and room reservation needs
• Support data reporting, data uploads and assist with creating visuals from reports when needed

20% General Administrative Support

• Provides administrative support functions and office management, such as answering and directing phone calls, sorting and distributing mail, establishing and maintaining files, document management, maintaining office equipment, copies and faxes requested documents, resolving hardware and software issues with for staff, ordering office supplies, swag and maintaining adequate inventory levels, etc.
• Create surveys, scheduling polls and other engagement tools for the alumni activities
• Provide support to Office of Advancement events as needed
• Provide administrative support as needed in the Office of Advancement
• Other duties as assigned

Why Join Us:

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off - vacation, sick, and holidays and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness.

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities, persons within the LGBTQ+ community and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

• At least 3 years clerical/administrative experience
  • Substitution: College or university course work appropriate to the work assignment, may substitute on a year for year basis for the experience.

Preferred Qualifications

• Bachelors Degree
• Professional experience working in non-profit, events, or customer service.
• Professional experience tracking budgets and managing financial transactions.
• Experience using client management software, such as Advance, or a similar software.
• Professional experience tracking data and producing data reports.
• Professional experience working with a volunteer board.

Knowledge, Skills, and Abilities

• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Attention to detail
• Demonstrated ability to make sound judgement decisions
• Demonstrated commitment and ability to advance diversity and inclusion.
• Proficiency with Microsoft Office.
• Time management and the ability to prioritize

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position
2. Curriculum vitae / Resume
3. Three to five professional references including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Shannon Palombi, Shannon.Palombi@cuanschutz.edu

Screening of Applications Begins:

Applications will be accepted until finalists are identified, but preference will be given to complete applications received by June 29, 2024. Those who do not apply by this date may or may not be considered.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $60,000.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator: http://www.cu.edu/node/153125

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.