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Job ID: 184567

Alumni Affairs Coordinator (4722C) (limited), Berkeley Law - 34446
University of California, Berkeley


Date Posted Apr. 26, 2022
Title Alumni Affairs Coordinator (4722C) (limited), Berkeley Law - 34446
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Coordinator
  • Alumni Relations
 
 


Alumni Affairs Coordinator (4722C) (limited), Berkeley Law - 34446

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

Berkeley Law is one of 14 schools and colleges at the University of California, Berkeley. It is consistently ranked as one of the top law schools in the nation. The law school has produced leaders in law, government, and society, including Chief Justice of the United States Earl Warren, Secretary of State of the United States Dean Rusk, Attorney General of the United States Edwin Meese, United States Secretary of the Treasury and Chairman of the Federal Reserve G. William Miller, and former Solicitor General of the United States Theodore Olson.

At Berkeley Law, we are committed to excellence in education and scholarship, as well as equality of opportunity. We believe we have a responsibility to use our substantial intellectual capital to help solve real-world problems and to create a more just society through clinics, research, and policy engagement. We believe that a Berkeley Law degree is a tool for change, both locally and globally, and that we should be educating the leaders of tomorrow. We maintain an environment that nurtures academic and personal growth, respects a diversity of ideas, and stimulates independent thought and critical reasoning.

The Berkeley Law Development and Alumni Relations Office's mission is to build and sustain relationships with alumni, students, faculty, staff, unaffiliated individuals, corporations, and foundations to generate goodwill, engagement, and philanthropic support to advance the law school's core mission and strategic initiatives.

Responsibilities

Under the supervision of the Director of Alumni Relations, the Alumni Reunion Coordinator supports DAR alumni relations staff with preparation and implementation of Alumni Reunion Weekend. This involves a wide range of administrative tasks and support services.

Alumni Reunion Weekend (ARW) Event Preparation Support

  • Registration & Gift Recordkeeping
    • Download registration daily and update shared spreadsheets to indicate those attending. Update "registration at a glance" document daily.
    • Maintain a macro view of registration, always knowing where we stand with numbers
    • Troubleshoot any registration discrepancies, and audit registrations for missing or unclear information. Notify manager if issues are detected.
    • Download and send weekly gift reports to the Gift Processing team for timely gift acknowledgement.
  • Registration Inquiries & Assistance
    • Field registration inquiries (both phone and email messages) and assist with registration as needed.
    • Monitor the reunion@law.berkeley.edu email account and immediately flag up to manager any urgent issues.
    • Respond to all inquiries within 1 business day.
  • Maintain Alumni Reunion Weekend Website
    • Keep program and registration details updated.
    • Make updates to class pages including committee members, class gift donors, reunion attendees and class gift totals.
    • Conduct other web updates as directed by DAR staff.
  • Refund Processing
    • Process and respond to all refund requests.
    • Submit refunds for processing to the Business Services office.
    • Confirm refund completion with requestors.
  • Special Guests Coordination
    • CLE Program Panelists and VIPs
      • Correspond with panelists to:
        • Schedule (using Doodle poll or Google Form) pre-event run-through conference calls (via Zoom or phone) with moderators and panelists to take place in early September. (3-5 panelists per program)
        • Collect bios, head shots and cell phone numbers and post them on the CLE page on the website.
        • Send bios and headshots to communications colleagues for social media posts and virtual event slides.
      • Register panelists and moderators for ARW in Aventri
      • Confirm travel plans for in-person events.
        • Mail parking permits as needed.
        • Update the parking reservation spreadsheet accordingly.
      • Ensure panelists know when and where to be for both virtual and in-person events. Ensure they have our cell phone numbers (and that we have their cell phone numbers) and Zoom credentials for virtual events.
      • Assist with creating tech agendas for all Zoom webinar events.
      • Add relevant support material for panels (articles etc.) to the Event Services Unit submission page and the ARW website.
      • Create a panel overview for each of the CLE panels including a description of the panel, a list of panelists and their bios.
      • Create table tent title cards for in-person panels.
    • Coordinate student involvement
      • Assist in corresponding with student groups to invite select students to the affinity group reception.
      • Assist in corresponding with student journals to confirm participation in journal open house.
      • Register student attendees on Aventri.
      • Track rsvp to report how many students are attending from each group.
    • Centers and Clinics
      • Coordinate with clinics and centers to invite executive directors to alumni reunion
    • Faculty
      • Assist faculty with registration as needed.
        • Liaise with those faculty coming to dinners or other events. Ensure they know where and when they are needed and ensure they have DAR staff cell phone numbers.
  • Staff Support
    • Assist the Associate Director of Alumni Engagement with staff reunion volunteers' orientation to ensure all are clear on their duties before they arrive for their shifts.
  • Digital Class Book Admin
    • Provide technical support as needed to alumni who choose to join their BrightCrowd digital class books.
    • Assist with email invitation campaigns.
    • Track undeliverable email addresses and research new addresses.
    • Submit new contact information for CRM updates.
  • General Events Support
    • Print, assemble and organize name tags for day-of distribution.
    • Answer Reunion phone calls and email on all event days.
    • Assist with registration and event tasks on all event days: September 30 - October 2, 2022.
    • Other duties as assigned.


Required Qualifications

  • Proactive, self-starter working style.
  • Proficiency, speed, and accuracy in utilizing computer software programs for word processing, spreadsheets , internet, Google Suite (docs, sheets), and other basic software applications.
  • Must be able to learn reunion registration software (Aventri) quickly.
  • Strong problem-solving, analytical, and organizational skills with the ability to multi-task and pay close attention to details, with a goal of achieving high quality outcomes and 100 percent accuracy.
  • Solid written and oral communication skills with an ability to understand a broad range of information about the organization and effectively communicate that information to alumni over the phone and in person.
  • Ability to prioritize work effectively; exercise appropriate initiative; demonstrate proper perseverance and follow through; and display sound judgment.
  • Ability to establish and maintain effective working relationships and be an effective team-oriented member of the unit.
  • Ability to effectively organize and execute numerous projects with interruptions in a fast-paced environment.
  • Ability to provide excellent customer service in interacting with a diverse community.
  • Ability to handle complaints and requests in a professional and calm manner.
  • Professional appearance and the ability to maintain decorum and a high degree of quality communication between the various constituents served.
  • This position has access to sensitive information.
  • Successful candidates must be able to successfully complete a background check and maintain strict data confidentiality protocols.
  • Must be able to work extended hours September 30 through October 2, 2022.


Preferred Qualifications

  • Prior experience in alumni relations, fundraising, customer/constituent services, public relations.
  • Experience with event planning.
  • Experience and understanding of constituent and event registration data with the ability to quickly organize and present said data upon request.


Salary & Benefits

This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience up to $27.46 (Step 4.0).

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

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Other Information

  • This is a full-time, limited (temporary) role for 4-5 months. Scheduled end date is 10/15/2022.
  • This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html


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, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=34446&PostingSeq=1




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