Administrative Assistant 1 - Alumni Relations

California University Of Pennsylvania California , PA 15419

Posted 3 months ago

Coordinates schedule of meetings and appointments.

Builds queries to determine alumni population in geographic areas.

Responsible for gathering Alumni for the Cal U Review and transferring that information into APA format for submission to the Editor for the Cal U Review.

Coordinates the preparations of the Alumni Association board of Directors Meeting on a regular basis, distribute all materials necessary in notebook format, keep attendance, transcribe and type in draft and final format.

Coordinate volunteer time schedules and giveaway items. Responsible for the design and distribution of flyers, alumni travel and raffles and drawings.

Responsible for setting up conference calls on campus and through the PASSHE office.

Responsible for the arrangements of state car, travel voucher, hotel arrangements, and estimated budget for conferences and receptions, chapter, society and regional events.

Responsible for receiving credit card statements, verifying, and submitting receipts to Purchasing. Prepares and maintains financial spreadsheet for fiscal budget. Analyzes, processes, and maintains records of Purchase Requisitions, Requests for Check forms and various invoices to pay for goods and services used by the Alumni Relations.

Position will be based out of California, but may require occasional travel. Will support Integration efforts as required.

Responsible for logistics and coordination of alumni events and activities held locally, regionally and nationally.

Coordinates and delegates volunteer assistance for the arrangements and reservations in the organization of alumni events and activities.

Responsible for the ordering of Award Plaques, Medallions, flowers, and food arrangements and set-up for Alumni Weekend and Cal Pride Weekend. Designs, prints, and coordinates the distribution of flyers, programs, tickets, name badges, and complimentary passes. Coordinates registration, attendance, and maintains all records.

Coordinates arrangements of the Alumni Association for Homecoming. Responsible for tent rental and coordinates delivery and pick up with the university equipment manager. Make reservations, meeting room, food set up, design, preparation and distribution of invitations and programs to the Societies and Chapters.

Responsible for the execution of the Annual Hall of Fame Dinner and Reception including sending out letters and invitations to inductees, receiving RSVP's, creating requisitions, reserving facilities, tickets, seating chart, ordering food, plaques, flowers and gifts.

Tracks RSVP's, coordinates menu orders, name badges, e-mail notification of guests and event lists, receives credit card information for payment (when applicable) and submits information to the Foundation and University staff for processing.

Responsible for the coordination of Emeriti Faculty Association and Cal Gals affinity groups to include planning Executive Board meetings and general meeting and events. This includes responsibility of reservation of meeting place, choice of menu, member parking, designing and printing invitations, flyers, and programs.

Acts as receptionist for all events in the Kara Alumni House including conveying basic information to guests/visitors, directing visitors to the appropriate offices, directing university personnel to appropriate areas, and act as facilitator between departments to ensure events are set-up and carried out seamlessly.

Responsible for coordinating special committees to include keeping the minutes of each meeting, updating agendas, planning arrangements, and

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Administrative Assistant 1 - Alumni Relations

California University Of Pennsylvania