Engagement Operations Specialist at St. Olaf College

Position Title: Engagement Operations Specialist.
Department: Alumni & Parent Relations Office.
Classification: Exempt.
FTE: 1.0.
Work Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m. This is an in-person role. Occasional evening and weekend hours are required for event support.
Work Location: On Campus.
Salary Range: $43,000 - $48,000.

Essential Job Duties:

• Office and Team Operations.
  • Serve as the primary point of contact for the Alumni and Parent Relations office, managing the main phone line and email inbox.
  • Maintain and order office supplies, manage mail, and ensure common areas are organized and professional.
  • Assist the APR team by maintaining departmental files, coordinating meeting agendas, and supporting general office organization.
  • Assist with budget administration, including processing invoices, tracking expenditures, and reconciling purchasing card statements.
• Alumni Engagement and Program Support.
  • In collaboration with the Development and Donor Relations offices, provide logistical planning and execution support for donor engagement, cultivation and stewardship events. 
  • Provide comprehensive support for key APR engagement events, including Reunion Weekend and Homecoming & Family Weekend.
  • Assist with event-related responsibilities such as preparing name tags, managing guest lists, organizing materials, researching and liaising with venues, managing food and beverage contracts, and providing on-site assistance.
  • Offer logistical support for alumni volunteer programs, such as scheduling virtual and in-person meetings.
• Student Employee Supervision.
  • Supervise 3-6 student office employees.
  • Coordinate weekly student employee responsibilities, including front desk coverage, phone and email duties, data entry, and project schedules.
• Director Support.
  • Provide primary administrative support to the Director of Alumni and Parent Relations, including managing calendar requests, scheduling meetings, and reserving rooms.
  • Assist with logistical coordination of Alumni and Family Board
  • Prepare materials for meetings, attend as requested to take notes, and track follow-up items.
  • Handle confidential information with discretion and professionalism.
  • Perform other duties as assigned by the Director.
• Other Duties.
  • Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
  • Complete and meet deadlines for required training and the performance management cycle.
  • Perform other duties as assigned.

Supervision Received and Exercised:

• Reports to the Senior Associate Director of Alumni and Parent Relations
• This supervises student workers.

Required Qualifications:

• Education: Associate's degree or equivalent work experience.
• Experience: 2+ years of relevant office or administrative experience.

Preferred Qualifications:

• Education: Bachelor’s Degree.
• Experience: Previous experience in office administration, preferably in a higher education or non-profit setting.

Prerequisites:

• Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College.  Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.

Disclaimer:

• This position may require you to report early, stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary.
• This job description is for general information purposes.  It is not intended to list all duties and responsibilities of the position.  This job description is subject to change at any time by St. Olaf College, with or without prior notice.
• Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

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