Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential Functions:
Responsible for the day-to-day management and operations of the Office of Alumni Engagement. Serves as the initial point of contact for the office, including fielding and responding to or delegating incoming emails to [email protected] and phone calls to the main Alumni Office line. Coordinates logistics and support for ad hoc alumni visits and requests.
Oversees and coordinates the general maintenance and upkeep of Hotchkiss Alumni House. Submits facilities requests and orders supplies for AE/Hotchkiss House needs. Manages the process for Hotchkiss Alumni House reservation requests and bookings. Builds relationships with the Facilities team and other departments across campus.
Processes AE team work expenses and event and program invoices in Workday. Assists with booking team travel arrangements, as needed.
Supports the Director with budgetary tracking and reporting, reviewing and analyzing budget versus actuals reports across budgets. Supports the Director in preparing yearly budgets and works to ensure proper allocation of funds according to departmental priorities.
Manages the Kathekon student volunteer program, including maintaining rosters and schedules, leading the yearly recruitment process, and developing and implementing regular programming to engage and enhance the experience of the group.
Serves as the primary supervisor for the AE work study student(s), including maintaining schedules, delegating work, and approving weekly timesheets.
Leads the planning of several annual events, with input from staff. These include First-Year BBQ, Parent and Family Weekend Alumni Parents Luncheon, Cap & Gown Pick-Up Event, Senior Class Photo, Senior Night BBQ, Legacy Photos.
Supports across all areas of AE relating to reunions and banner events, affinity programs and events, and chapter programs and events, i.e. logistical and administrative support, supporting with budgets and expenses for each, event production support, and day-of event staffing.
Owns the name tag and packet preparation process for all AE events. Serves as the main point-of-contact for hotel logistics and booking holds for all AE events.
Coordinates team meetings, including scheduling, booking space, prepping agendas (i.e. regular status meetings, team retreats). Maintains AE portions of shared Outlook calendars with other departments.
Assists with maintenance of records and data projects; supports the team with Raiser’s Edge records and queries.
Staffs major on-campus reunions and other events. Pays careful attention to the alumni experience, resolving issues and concerns as they arise.
Additional related duties as assigned.
Work Schedule: M – F, 8:30 AM – 4:30 PM, occasional weekends and nights required.
Minimum Qualifications:
High School diploma required and Bachelor’s degree preferred with a minimum of two years of administrative or event coordination experience or a combination of experience and education for which similar skills would be acquired.
Experience working in alumni affairs, development or other advancement function is desirable. Experience with Blackbaud Raiser’s Edge database system is a significant plus.
Must be proficient in Microsoft Office software.
Excellent written and verbal communication skills and strong organizational capabilities.
The ability to work effectively under pressure to meet deadlines while cultivating relationships is critical to success.
Experience and creativity working with different forms of digital communications is a plus, including web content management, email, and basic social media applications.
Must be a self-starter and have the ability to work independently, and to work collaboratively on a team to engage all segments of the increasingly diverse alumni community and friends of the University.
Must be available to occasionally perform some evening and weekend work.
Application Instructions: Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.
Position Type: Non-Exempt, Full Time, Benefit EligibleMinimum Pay:$22.59 – Pay Commensurate with Experience
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