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Development/Alumni Association Assistant
University of the Pacific in San Francisco, California
Date Posted 12/29/2020
Employment Type Fulltime
Application Deadline Open until filled

Union Level IV Department Development (SF) Campus San Francisco Posting Number 201302221P Full or Part Time Full Time Number of Months 12 Work Schedule

Working Conditions:
1. Position is 7.5 hours per day, five days per week.
2. Must be available for occasional weekend and evening duties.

Position End Date Open Date 12/29/2020 Close Date Open Until Filled Yes Special Instructions to Applicants

Primary Purpose

Under the general supervision of the Associate Dean of Institutional
Advancement, performs administrative duties in support of the Associate Dean for Institutional Advancement, Development and Alumni Association teams.

Essential Functions

1. Provide event planning and logistics support for the Development and Alumni Association departments. Coordinate mailing of invitations, track RSVPs, produce name tags, make catering and location/room arrangements, order AV for events, and correspond with attendees; provide volunteer coordination and other event planning activities associated with both small- and large-scale events.

2. Perform general administrative duties to include receiving visitors, answering telephones, filing, copying and opening/distributing mail, processing invoices and reimbursements. Perform research in all data systems including entering contact reports for staff. Perform database research post alumni contacts, handle membership recruitment projects, and assist with mass mailings. Update records of students when they become alumni upon graduation.

3. Maintain strict confidentiality of alumni, donor, prospect, student, and prospective student records. Process membership dues and event payments/registrations into approved systems.

4. Coordinate and/or assist in committee meeting and department team meeting planning, to include room (or Zoom) arrangements, catering, AV requirements and correspondence with speakers and attendees.

5. Proofread and edit materials.

6. Prepare reporting associated with event sand meeting activities.

7. Perform all other duties as assigned by the Associate Dean of Institutional Advancement or designee.

Minimum Qualifications

Knowledge of:

1. Event planning and implementation.
2. Intermediate Microsoft Word, PowerPoint and Outlook. Advanced Microsoft Excel.
3. Principles of business letter writing.
4. Fundraising or event management database software, including CashNet, BANNER and iModules.
5. Office methods, practices and procedures.


Minimum of two years event planning and coordination experience.

High School diploma or equivalent.

Preferred Qualifications

Ability to:

1. Demonstrate excellent organizational skills.
2. Project a professional image and demonstrate strong, effective communicative and interpersonal skills with all constituencies.
3. Demonstrate excellent written communication skills.
4. Manage time, organize duties/assignments, and set priorities to meet multiple deadlines.
5. Work independently as well as a member of two teams.
6. Maintain high level of confidentiality of materials and information.
7. Maintain precise attention to detail while working effectively and accurately with multiple interruptions.
8. Operate a variety of office/business machines to include computer, fax machine, copier, and printers.
9. Actively demonstrate an attitude of willing service and teamwork

Experience within a donor relations or educational institution highly desirable.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Work performed is primarily general office/administrative with frequent use of computer keyboard, mouse, and phone.
2. Requires sitting majority of the working day; occasional standing, walking, bending, and reaching.
3. Occasional lifting of up to 15 pounds.

Working Conditions:
1. Position is 7.5 hours per day, five days per week.
2. Must be available for occasional weekend and evening duties.

Hiring Range
Commensurate with experience
Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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