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    Admin Asst Alumni Relations

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    rickiti9
    This document describes a job posting for an Administrative Assistant for Alumni Relations at the Haas School of Business at UC Berkeley. The role involves managing event registration, promotion, and reporting using software like Cvent. Other responsibilities include supervising student workers, providing administrative support, and innovating processes.

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    © All Rights Reserved
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    Admin Asst Alumni Relations

    Uploaded by

    rickiti9
    42 views4 pages
    This document describes a job posting for an Administrative Assistant for Alumni Relations at the Haas School of Business at UC Berkeley. The role involves managing event registration, promotion, and reporting using software like Cvent. Other responsibilities include supervising student workers, providing administrative support, and innovating processes.

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    This document describes a job posting for an Administrative Assistant for Alumni Relations at the Haas School of Business at UC Berkeley. The role involves managing event registration, promotion, and reporting using software like Cvent. Other responsibilities include supervising student workers, providing administrative support, and innovating processes.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    42 views4 pages

    Admin Asst Alumni Relations

    Uploaded by

    rickiti9
    This document describes a job posting for an Administrative Assistant for Alumni Relations at the Haas School of Business at UC Berkeley. The role involves managing event registration, promotion, and reporting using software like Cvent. Other responsibilities include supervising student workers, providing administrative support, and innovating processes.

    Copyright:

    © All Rights Reserved
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    Job Description

    Job Title: Administrative Assistant 3 - Alumni Relations (4722C) / 19464


    Job ID: 19464
    Location: Off Campus-Berkeley

    Full/Part Time: Full-Time


    Regular/Temporary: Regular Department Haas Core Programs

    Email to Friend Save Job Apply Now Return to Previous Page

    About Berkeley

    The University of California, Berkeley, is one of the world’s most iconic teaching and research
    institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled
    intellectual, economic and social value in California, the United States and the world. Berkeley’s culture
    of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very
    special place for students, faculty and staff.

    Berkeley is committed to hiring and developing staff who want to work in a high performing culture that
    supports the outstanding work of our faculty and students. In deciding whether to apply for a staff
    position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley
    Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
    Application Review Date

    The First Review Date for this job is March 26, 2015.

    Departmental Overview

    The Haas School of Business develops innovative leaders - individuals who redefine how we do
    business. Berkeley-Haas, the second oldest business school in the United States, educates 2,200
    students each year in six degree-granting programs, and hundreds more through executive education
    programs. A team of 300 staff members support these students, faculty and alumni through work in
    areas that include Admissions, Student Services, Career Management, Administration, and
    Development.

    Berkeley-Haas offers opportunities to champion new ideas, collaborate across boundaries, and learn
    continually. Our culture is captured by Four Defining Principles (Question the Status Quo, Confidence
    Without Attitude, Students Always and Beyond Yourself) that distinguish Berkeley-Haas as a place to
    learn—and a place to work.

    To learn more about the Haas School visit: http://www.haas.berkeley.edu/haas/about/employment.html

    The Alumni Relations Office at the Haas School of Business is charged with engaging and educating its
    37,000 alumni, shaping leaders who redefine how business is done. This process involves developing
    over 60 networking, content and fundraising events annually; creating engagement strategies; managing
    alumni volunteers and communicating the benefits and services offered by various units and centers of
    the schools.

    The Alumni Relations team, consisting of 11 full-time staff members, also oversees the work of 29
    chapters, provides career and online services, manages the alumni website and two virtual online
    communities and connects current students to the alumni community.

    The Alumni House is currently seeking an Administrative Assistant. Working with general supervision,
    the Administrative Assistant for Alumni Relations (AR) provides comprehensive, high level
    administrative support for the Development & Alumni Relations (DAR) unit. The Administrative Assistant
    manages the AR office’s event registration tool, and produces pre- and post-event reports. The
    associate manages the calendar of DAR-driven signature events, and creates and sends all promotional
    pieces electronically, before and after the event.
    pieces electronically, before and after the event.
    Responsibilities

    Administrative Assistant - Alumni Relations will:

    EVENT PROMOTION, REGISTRATION & REPORTING


    • Create and manage online event registration for all signature DAR events
    using the software program Cvent (and/or Certain).
    • Create as many as one Cvent per week, incorporating content updates
    from program leads and event specialists.
    • Produce complex, high-level reports, Excel spreadsheets, and rosters
    incorporating data from Cvent and other sensitive data repositories like CADS
    or Convio.
    • In close partnership with the program lead and event specialist, build
    event-specific invitation lists.
    • Track, monitor and report RSVP or registration lists for all signature DAR
    events providing updates to the event organizers, staff, and other constituents, both internal and
    external.
    • Compile and disseminate a variety of attendance reports post-event, including segmented data reports
    by attendee type, in order to analyze attendance.
    • Using Cvent, create, edit and send email save the dates, invitations,
    reminders, confirmations, and post-event surveys collaborating closely with the
    marketing manager on copy and communications flow as well as the program
    lead and events specialists.
    • Serve as the primary user of Cvent and as the DAR representative to the
    vendor. Troubleshoot and communicate all issues related to the software
    program. Resolve a wide variety of unusual or sensitive problems associated
    with the software program.
    • As the administrative/logistical lead on all signature DAR events, meet
    regularly with events specialists and program leads to confirm registration setup,
    signage, pack lists, and collateral.
    • Oversee the production of and/or produce complementary event materials, such as nametags,
    attendee lists, handouts, etc.
    • Pack and unpack event materials.
    • Serve as the onsite registration lead for signature events.
    • Manage the production and set-up of the Haaspitality table.
    • Conceptualize and request swag and collateral, as needed.
    • Oversee onsite payment processing including the use of wireless terminal at
    registration and the Haaspitality table.
    • Deposit and calculate revenue from events; share information regarding
    revenue as well as registration and attendance lists with Alumni Relations
    Associate for event .
    • Post signature events to the web-based events calendar.
    • Provide updates to Advancement Services regarding address, phone,
    preferred email, industry, function, job title, company name, and other profile
    changes to assure accuracy of data related to the school’s alumni community.
    • Respond promptly to all email communication to the unit’s events@haas
    account in addition to personal email and telephone accounts.
    • Provide outstanding customer service demonstrating knowledge and diplomacy.
    • Respond to requests and questions promptly, clearly and courteously. Demonstrating
    knowledge of issues and priorities of the Alumni Relations and Annual Giving
    offices, as well as the Haas Fund.

    WORK-STUDY STUDENT SUPERVISION


    • Supervise up to four work-study students every semester; Will recruit, interview
    and select the students.
    • Train the work-study students on their individual tasks as well as database
    protocol, university policies and procedures, and office standards. Serve as a
    mentor, demonstrating a strong work ethic and the school’s defining principles.
    • Plan the work schedules for the work-study students, assign and explain tasks,
    and coordinate their duties with the needs of other colleagues. Provide
    feedback and take disciplinary action as needed.
    • Track the projects and hours worked of the students, assuring that they do not
    exceed the hours assigned and factoring in school holidays, exam times, and
    other, more personal requirements of the student workers.
    ADMINISTRATIVE DUTIES
    • Assist with general reception duties, such as responding to drop-in visitors and
    in-person inquiries.
    • Provide administrative support for B-HAN Alumni Council meetings and other
    events focusing on alumni volunteers. Take, edit and produce meeting
    minutes; provide logistical and AV support; and offer outstanding customer
    service for faculty, alumni, and others using sensitivity and diplomacy.
    • Complete other administrative duties as needed and as requested by the
    executive director and the director of Alumni Relations.

    CAREER DEVELOPMENT
    • Recommend and implement best practices in online communication to
    increase the effectiveness of the unit’s event promotions.
    • Cross-train other Cvent users within the DAR unit. Establish and communicate
    clear written guidelines for the management of a variety of events using the
    software program.
    • Innovate, improve, and streamline existing processes and procedures.
    • Maintain knowledge of Haas School’s business processes and policies in order
    to support the DAR team in its mission.
    • Work on special projects as assigned by event specialists or the executive
    director or director of Alumni Relations.
    • Attend classes, which will enhance expertise in areas related to the
    responsibilities of the position.
    • Serve on departmental and campus-wide committees as appropriate.
    • Participate in activities that enhance the campus community and/or the larger
    community to further university service.
    Required Qualifications

    • Minimum of three years of experience in a support role.


    • Exceptional organizational and time management skills to perform multiple, simultaneous tasks and
    assignments efficiently in a fast-paced, high-volume work environment.
    • Expert in Microsoft Office and Google technologies with a proficiency in Excel, PowerPoint, Publisher
    and Google Docs.
    • Demonstrated ability to manage advanced-level databases and spreadsheets.
    • Significant experience with event promotion utilizing web-based or software driven marketing platforms.
    • Comfort with adopting, learning and mastering new technologies, including but not limited to Cvent,
    CADS, Convio, MailChimp, Eventbrite and Google email lists.
    • Demonstrated ability to communicate clearly and succinctly, both in verbal and written communications.
    • Significant experience writing and editing informative and persuasive copy.
    • Demonstrated expertise with graphic and design tools such as InDesign, Publisher, Illustrator and
    Photoshop.
    • Demonstrated flexibility in adjusting priorities while managing multiple projects and attending to minute
    details.
    • Experience working collaboratively and independently, sometimes with limited supervision, as part of a
    tight-knit, high-functioning team.
    • Demonstrated ability to select, train, and manage student workers.
    • Demonstrated interpersonal skills, including confidence without attitude or authority, in order to interact
    successfully with the general public, alumni, donors, prospective students, Berkeley-Haas staff, faculty,
    and DAR colleagues.
    • Demonstrated experience exercising good judgment, using sensitivity and diplomacy, and experience
    resolving unusual or sensitive problems in ambiguous or charged situations.
    • Demonstrated ability to provide prompt, courteous, and skillful customer service to maintain good
    relations with alumni and donors.
    • A self-starter with a strong work ethic and desire to learn.
    • Demonstrated problem-solving skills, and ability to innovate, improve, and streamline existing
    processes and procedures.
    • Demonstrated ability to work well under pressure.
    • Availability for some evening and weekend work required. Over-time hours are compensated according
    to UC policy.
    Preferred Qualifications

    • Knowledge of Cvent, Eventbrite, and other leading online registration software.


    • Experience using communication tools such as Cvent, Convio, or MailChimp
    • Basic knowledge of HTML.

    • Ability to learn, master and teach new software to colleagues and student workers.
    • Ability to learn, master and teach new software to colleagues and student workers.
    • Prior experience in Development and/or Alumni Relations.
    • Knowledge and awareness of UC Berkeley and/or Haas School procedures, systems, cultures and
    norms.
    • Prior experience with Cal Advancement Data System (CADS).
    Salary & Benefits

    The hourly salary range for this position is $21.07 - $24.68.

    For information on the comprehensive benefits package offered by the University visit:

    http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
    Criminal Background Check

    This position has been designated as sensitive and may require a Criminal Background Check. We
    reserve the right to make employment contingent upon successful completion of a Criminal Background
    Check.
    Equal Employment Opportunity

    The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants
    will receive consideration for employment without regard to race, color, religion, sex, national origin,
    disability, or protected veteran status. For the complete University of California nondiscrimination and
    affirmative action policy see:
    http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

    If you’d like more information about your EEO rights as an applicant under the law, please see:
    http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
    Work Environment

    As of January 1, 2014 the University of California, Berkeley is a smoke and tobacco free workplace.
    Information about our Smoke and Tobacco Free policy is available at:

    http://www.tobaccofree.berkeley.edu/
    Clery Disclosure

    The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act require that
    crime statistics and other safety information for colleges and universities receiving Title IV funds be
    made available to applicants upon request. University of California, Berkeley’s Annual Security Report
    includes statistics for the previous three years concerning reported crimes that occurred on campus, in
    certain off-campus buildings owned or controlled by the University, and on public property within or
    immediately adjacent to and accessible from the campus. The report also includes institutional policies
    concerning campus security, such as those concerning alcohol and drug use, crime prevention, the
    reporting of crimes, sexual assault, and other matters. You may obtain this information for the UC
    campus to which you are applying by accessing the website at
    http://police.berkeley.edu/safetycounts/index.html.

    A printed copy of the report may be obtained by writing to UCPD, Room 1, Sproul Hall, Berkeley, CA
    94720.

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