*Specific benefits may vary based upon university, employee group and/or collective bargaining unit. Visit: http://www.passhe.edu/inside/HR/syshr/healthcare/Pages/Summary-of-Benefits.aspx for additional information regarding benefits.

To be eligible for most benefits, you must be a permanent, full-time employee (including temporary, full-time faculty with at least an academic year contract) or a permanent, part-time employee (including temporary, part-time faculty with at least an academic year contract) who is scheduled to work every pay period for at least 50% of full-time hours.

Provides administrative support and project management leadership for the AVP and coordinates event planning and logistics for Alumni and Professional Engagement. The incumbent will work independently and collaboratively to execute events involving alumni and students locally, regionally and throughout the country.

1. Identify venues and negotiate contract details and prices for all services necessary to facilitate the event (physical event space and equipment, catering cost and menu, lodging, transportation and specialized services as required).

2. Collaborate with A&PE staff colleagues to develop communication and publicity pieces.

3. Facilitate event deposits and expenses.

4. Interface with webpages and event platforms to include development of event registration, credit card payment processing, preparing event queries and responding to event inquiries.

5. Maintain attendance records for all events and keep the alumni and professional engagement leadership team and other advancement staff informed as needed.

6. Serve as the primary contact person for production of events including registration, event materials, speakers, presentations, catering menus, seating charts and décor and facilitates on-site execution day of event.

7. Close out all events with a written report including attendance, volunteer listing, finances and summary of successes and challenges including recommendations for improvements, alternate solutions, or even discontinuing events.

8. Completes contact reports for all interactions with volunteers and partners to facilitate future engagement activities and opportunities.

9. Facilitates processes for corporate affinity and service program agreements including royalty and commission income deposits and contact information requests for use by affiliate groups as stipulated by contracts between Alumni Engagement and/or the University Foundation and affiliate groups.
10. Coordinates the BU license plate program. Serve as the point of contact for all inquiries including the processing of applications and interfacing with the PA Dept. of Motor Vehicles. Processes deposits for license plate payments and codes alumni records in the Raiser’s Edge database.
11. Coordinates meeting logistics and provides administrative support for the BU Alumni Association Board of Directors.
Office Operations The position provides administrative support for the AVP, Alumni Association Board of Directors and coordinates office operations.
1. Utilizes Universitybudget systems and Foundation budget procedures to monitor Alumni and Professional Engagement budgets to include purchase requisitions, tracking invoices, payments and deposits.
2. Maintains inventory of office supplies and equipment.
3. Schedules conference calls and team meetings and prepares event and service related documents.
4. Answers phone and independently addresses routine communication and correspondence.
Greets visitors and directs specific inquiries to appropriate staff or university offices.
5. Utilizes the visual display software, EMS(campus scheduler software) and EAM(maintenance work order system) to schedule and coordinate the use and set up for the 3rd floor of the Greenly Center and reservations for the SEKISUI PEL’s and Multi-purpose room 322.
6. Approves and maintains requests from students, faculty/staff and employers for use of the Greenly Center 3rd floor SEKISUI spaces.
7. Facilitates payment and requisitions for BUFand University corporate cards.
8. Maintains electronic files and data pertinent to the operation of Alumni and Professional Engagement.
9. Acts as secondary supervisor for work-study students in the Alumni and Professional Engagement Department. Responsible for prioritizing, communicating, distributing, monitoring and proofing of work assignments. Prepares and electronically approves student work hours. Utilizes for Banner for scheduling and training purposes.

Three years of advanced clerical or para-professional work which included the collection, recording, compilation, and presentation of office management or program related information;
OR
Any equivalent combination of experience and training. An Associate’s Degree may be substituted for two years of required experience.

• Valid PA Driver License required.
• Travel to event locations will be required.
• Ability to work nights and weekends required.

05/24/2024

Yes

Offers of employment are conditional, pending successful completion of the background clearances mandated by Act 153 of 2014 and Board of Governors Policy 2014-01-A: Protection of Minors. In order to qualify for a provisional appointment, the Applicant Acknowledgement Consent Form, Provisional Hire Form, Pennsylvania State Police and Justifacts portion of the clearance process must be successfully completed prior to your start date. The remaining PA Child Abuse History Clearance and FBI Clearance must be successfully completed and returned as soon as possible within the first 90 days of employment.

At Commonwealth University we recognize our responsibility to continuously support a living, learning, and working environment that values the diverse contributions from all members of our campus community. Our commitment to diversity, equity and inclusion enriches our campus community and is instrumental to our institutional success. Commonwealth University strives to cultivate a campus climate that allows all members to embrace diversity, equity and inclusion as we achieve success both in and out of the classroom, in our work responsibilities, and in our professional lives beyond Commonwealth University. We uphold our commitment to DEI by:

• Actively supporting and promoting the intellectual and personal growth of our students, inside and outside of the classroom.
• Providing workshops, trainings, programs designed to broaden the knowledge and understanding of diversity, equity and inclusion within our campus community.
• Ensuring that all learning and living environments throughout our campus are welcoming and capable of serving all individuals.

The Power of Three Bloomsburg, Lock Haven and Mansfield universities have joined forces to boldly transform higher education in our region and beyond. While we are uniting as Commonwealth University of Pennsylvania, you can expect a college experience that is anything but common.
We’re Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.
We’re Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.
We’re Building a Powerful Tomorrow by boldly changing the trajectory of public education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.

https://commonwealthu.peopleadmin.com/postings/2180