Highlights
- Hourly, Hybrid role. Union Membership Required
- Benefits package: A robust Employee Assistance Program, Free Gym Membership at USF, generous retirement plan, Tuition Remission, Monthly Commuter Stipend, and more! Visit us at https://myusf.usfca.edu/sites/default/files/USFFACBA.2016-2024_1.pdf to learn more!
- USF is deeply committed to the health and well-being of our team! Visit us at https://myusf.usfca.edu/human-resources/benefits/wellness-benefits to learn more!
- USF also offers a positive work-life balance and learning & development opportunities! Visit us at https://myusf.usfca.edu/human-resources to learn more!
POSITION SUMMARY
The University of San Francisco seeks a highly motivated and teamwork-driven candidate who thrives in a dynamic culture to serve as a Program Assistant for Development. Additionally, this candidate should possess initiative, independent judgment and good decision-making to efficiently plan, prioritize, and organize a diverse workload. Ideal candidates will have proven proficiency in the areas of alumni engagement, alumni relations, fundraising, volunteer management, project management, research, database maintenance, communications, budget tracking, and excellent customer service.
Reporting to the Senior Director of Alumni Engagement and with the general guidance of the Lead Program Assistant, External Relations and Engagement, the PA Alumni Engagement plays an essential role in helping to build and maintain strong relationships with the USF alumni community. This role provides administrative, communication, and event support to the Alumni Engagement team. This role will primarily focus on supporting events and alumni relations, fundraising efforts, data retrieval, analysis, and reporting. The Alumni Engagement Program Assistant will have opportunities to take ownership of projects and influence decisions. This role also supports email communications, data tracking, and day-to-day operations.
JOB RESPONSIBILITIES:
- Design and build emails; schedule alumni communications with Development Communications and the Office of Marketing and Communications.
- Design and build event registration templates for various alumni events.
- Serve as an alumni and communications data expert and manage alumni information data pulls for the Development Division and campus partners.
- Provide administrative support for staff that manage the Alumni Board of Directors; design work plans for the board, prepare executive materials and communications, support the senior director in planning board meetings and the annual retreat, and take minutes.
- Maintain systems that track alumni volunteers across the university; maintain lists within the Salesforce CRM, create reports for management.
- Enter media references and activity reports in Salesforce CRM; maintain content and campaign libraries in Salesforce.
- Maintain a filing system for campaign communications and proposals.
- Copyedit and proofread externally-facing documents and communications in alignment with USF and Associated Press style standards.
- Manage communications and marketing print projects with partners across campus and with external vendors.
- Schedule photography and organize recurring staff headshot photography sessions.
- Track and manage the alumni engagement budget.
- Oversee alumni engagement inventory, manage and update a tracking process, and order materials as needed through the university purchasing procedures.
- Generate targeted mailing and invitation lists utilizing USF’s database and specific donor criteria for special events and targeted communications;
- Manage the Alumni Engagement general telephone and email, including researching and independently resolving questions and issues related to event and alumni inquiries.
- Provide on-site management at events, helping to address and resolve any "day of" issues.
- Help manage event registration sites in the university's event registration system.
- Train and mentor USF student workers.
- Attend regular Alumni Engagement team meetings.
- Perform all other duties as assigned.
MINIMUM REQUIREMENTS:
- Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
- Post high school education is preferred.
- Exceptional communication skills, advanced interpersonal skills with a demonstrated ability to effectively build relationships with a diverse group of people including volunteers, donors and University staff.
- Experience in writing and curating content for social media posts.
- Skill with HTML websites and email content management systems preferred, but not required.
- Experience in EMMA Email Marketing and Cvent Event Management preferred, but not required.
- Project management expertise in multi-faceted events or projects with overlapping and competing deadlines.
- Exceptional attention to detail, including Editorial, proofreading, copy editing, publishing, or other media experience desired as is ability to provide close attention to detail in all communications, materials, and deadline management skills.
- Highly organized and capable of flourishing in a fast-paced, high-volume work environment.
- Proficient in managing high email volumes, prioritizing workloads, taking initiative in projects, and meeting deadlines with minimal supervision.
- Ability to travel locally, work evenings and weekends, as required.
- Minimum of 2-3 days per week in office plus additional days as required to support meetings, events, etc.
- Be able to carry up to 10 lbs of event-related items such as name tags, banners, tablecloths, books and other materials.
USF values diverse experiences, perspectives, and we encourage everyone who meets the minimum qualifications to apply. While having the “desired” qualifications make for a stronger candidate, we encourage applicants who may not feel they check ALL of those boxes! We are always looking for individuals who will bring something new to the table!
