University of Virginia Hiring for Advancement Associate, Alumni and Parent Travel at Charlottesville, VA Full Time

The University of Virginia seeks a part-time Advancement Associate for the Alumni and Parent Travel program (Cavalier Travels) to support the Office of Engagement in University Advancement. The Office of Engagement strengthens the relationship that alumni, friends, and families have with the University of Virginia by creating lifelong connections. The Cavalier Travels program aims to connect constituents to the University and each other by providing opportunities for exploration and discovery of worldwide destinations.

The Advancement Associate reports to the Assistant Director of Alumni and Parent Travel. This part-time position will provide administrative support to the Assistant Director and Director in executing 15 to 22 trips or excursions per year by managing procurement needs, preparing trip materials, and providing customer service. The Advancement Associate will establish and maintain relationships with colleagues within Engagement, Advancement, University-wide, and with UVA alumni.

This position is part-time, 20 hours/week at $21.64 to $24.04 per hour with full benefits. This position will require approximately 10 hours per week of in-office work at University Advancement, 2420 Old Ivy Road, Charlottesville 22903, with the option to work remotely when in-office work is not required. The University’s business hours are 8:00 a.m. and 5:30 p.m. Eastern Standard Time, Monday through Friday. A regular weekly schedule is desired.

This position will be part of a three-person team. It does not require travel outside of Charlottesville. The position requires the use of office equipment and the ability to lift 20 pounds.

Responsibilities

• Administrative Support
  • Complete expense reports in compliance with stated guidelines and policies for team members, trip hosts, foundation employees, and faculty
  • Manage trip stipends for approved faculty
  • Manage procurement needs such as contract approval, purchase orders, vendor registration, and credit card payments
  • Manage payment of faculty honorarium
  • Review monthly budget reports
  • Provide customer service to constituents and faculty by phone and email
  • Take and enter registrations in the Cavalier Travels database
  • Manage trip folders
  • Create directories, bookmarks, and labels for mailings
  • Manage trip photos
  • Proofread marketing material
  • Receive and return phone calls, professionally dealing with parents, donors, volunteers, alumni, friends, and vendors
  • Other duties as assigned

Required Qualifications

• High school diploma / GED
• Proficient in computer applications, including Microsoft Word and basic Excel
• Excellent interpersonal skills with the ability to work independently and as part of a team
• Demonstrate excellent oral and written communication, organizational skills, and ability to meet deadlines
• Excellent customer service skills
• Detail oriented with a strong administrative skill set

Preferred Qualifications

• Bachelor’s degree
• Working knowledge of relational databases and software programs
• Experience in travel-related field
• Proofreading skills

This position will remain open until filled. This is a Non- Exempt level, benefited position. This position will not sponsor applicants for work visas. This position is a restricted position and is dependent upon project need, availability of funding and performance. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Daniel Strong, Senior Recruiter at [email protected]

How to Apply:

Applications that do not contain all of the required documents will not receive full consideration, please note that multiple documents can be uploaded in the box.

Process for External Applicants: Please apply through Workday, and search for ‘R0052700′. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs,” and search for ‘R0052700.’ Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

MINIMUM REQUIREMENTS

Education: High School Diploma required
Experience: At least 2 years of related experience
Licensure: None

PHYSICAL DEMANDS

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person’s perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.