University of Puget Sound Hiring for Office Manager – Alumni and Parent Relations at Alumni and Parent Relations Full Time

Job Title: Office Manager – Alumni and Parent Relations
Location: Alumni and Parent Relations
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 7133
Staff Posting Details Appointment: regular, full-time, (1.0) FTE. Position Summary: The Alumni and Parent Relations Office Manager manages the operational and administrative support functions of the Office of Alumni and Parent Relations. The Office Manager manages the procedures, support tasks, and systems that support the constituent relations work of the office including constituent outreach, volunteer recruitment and management, and event planning and execution. The Alumni and Parent Relations Office Manager reports to the Director of Alumni and Parent Relations, works closely with Assistant and Associate Directors, and supervises student staff. Essential Job Functions and Responsibilities:

Oversee and manage the daily and routine frontline contact with alumni, parents, family members, and students via the main office email account (“alumoffice”) and telephone lines. Work with the Director to develop, document, implement, evaluate, and revise policies and procedures that govern routine constituent relations inquiries and ensure quality customer service. Provide operational support for the Alumni Council and Parents Council and their committees, including answering complex and routine inquiries from volunteers, helping to coordinate volunteer contact with other university departments, assisting with volunteer mailings and other outreach efforts, and providing volunteers with lists and other data.Manage support for all APR on- and off-campus events, including Commencement Weekend, Homecoming and Family Weekend, Loggers Keep Learning and other on- and off-campus regional events, Orientation, Summer Reunion Weekend, and other events. Execute event support responsibilities on time and with a high standard of quality and attention to detail.Manage the communications calendar for University Relations. Proactively monitor the calendar for conflicts and approaching deadlines and provide early warning about potential issues. Manage the Office of Alumni and Parent Relations Millennium (alumni database of record) reporting efforts. Lead regular input of event registration and attendance data into the database. Manage regular engagement metrics collection of data and recording. Manage the systems for recording and tracking volunteer identification, recruitment, and recognition. Monitor the regular volunteer audit process, ensuring coordination with other staff in Alumni and Parent Relations. Manage the APR office budget and prepare budget variance and other reports as needed and in accordance with established deadlines.Assist with making complicated travel arrangements. Provide meeting follow-up support including formatting contact reports for face-to-face visits and recording data. Assist Director, Associate Director, and Assistant Director with preparations for Alumni Council and Parents and Families Council meetings, as well as other internal and external constituents. Create and monitor planning timelines and execute event tasks accordingly.Interview, hire, train, and supervise Alumni and Parent Relations student staff.Perform other duties as assigned by the Director of Alumni and Parent Relations.

Supervisory Responsibilities

This position supervises student staff.

Budget Responsibilities

Manages office budgets and prepares budget variance and other reports as needed and in accordance with established deadlines.

Qualifications:

Ability to respectfully work, communicate and provide leadership within a diverse campus communityWork well independently and as a member of a team.Multi-task while setting priorities, and adjusting as necessary, with minimal guidance in order to meet deadlines and achieve successful outcomes. Display strong interpersonal and customer service skills and excellent written and verbal communication skills.Respectfully work, communicate, and provide leadership within a diverse campus community.
• Work and communicate effectively, orally and in writing, with a broad range of internal and external constituents including alumni, parents, family members, faculty, staff, students, and friends of the university

A successful candidate will have:

• Experience in supervising and managing office support personnel.
• Excellent project management and planning skills as well as superior attention to detail.
• Proficiency with Microsoft Office and Google suites.
• Experience working in databases and email marketing software.
• Ability to travel locally, and work some evenings and weekends.
• High school diploma or equivalent combination of experience and education.

Compensation and Benefits: The range for this position is $18.38 – $21.00 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate’s education and experience and on internal equity and market considerations. Puget Sound offers a generous benefits package for eligible staff employees, including:

Medical, dental, and visionLife insurance and long-term disabilityEmployee Assistance ProgramRetirement plan options and 403(b) contributionsPaid vacation, sick leave, floating holiday, campus holidays and bonus holidaysEducation benefits, such as full tuition for eligible employees and their familiesAccess to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note: -Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
-Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
-Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits after 6 months of continuous employment.This position is non-exempt from the provisions of the Fair Labor Standards Act. For more information on Puget Sound’s non-exempt staff benefits package, visit: https://www.pugetsound.edu/sites/default/files/2023-02/2023%20Benefits%20for%20Non-Exempt%20Staff.docx.pdf Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Interested individuals are encouraged to submit application materials no later than May 26, 2023 to ensure consideration. Required Documents:

ResumeLetter of Interest

Applications submitted without the required attachments will not be considered. All offers of employment are contingent on successful completion of all required background checks. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.Diversity Statement:

We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversityThe University of Puget Sound is an equal opportunity employer.