Job Details

Alumni Relations Operations Associate (Admin & Event Assistant)

Portland State University Foundation, Portland, OR

Job - Non-Profit

Close Date: 12/16/2019

Position Summary:
The purpose of this position is to provide administrative and technical support for the Office of Alumni Relations and PSU Alumni Association and manage functions of the Simon Benson house rentals. This includes administrative staff support acting as office manager for the Office of Alumni Relations; serving as House Manager and to administer the functions of the Simon Benson House; updating the database and managing the main floor.

The successful candidate will have a high level of interpersonal skills including strong customer service, professionalism, accountability, and flexibility. The successful candidate is able to demonstrate resourcefulness, tact, and diplomacy and professionally interact and communicate with alumni, donors, and individuals at all levels of the organization. Detail-oriented ability to multi-task and prioritize projects.

Position Schedule:
An average of 18 hours a week, Monday – Friday, within the business hours of 8:00 a.m. to 5:00 p.m, and on occasion after-hour events.

Required Duties:
Reasonable accommodations may be made to enable individuals with disabilities to perform the required duties.

-Provide administrative support to Alumni Relations staff and manage a variety of projects as lead on office operations team.
-Staff the main floor reception desk, answer incoming calls, greet and direct visitors with information about the campus and events.
-Provide tours of the Simon Benson House to visitors and scheduled tour groups.
-Responsible for the scheduling and execution of all events at the Simon Benson House: Handle inquiries, client tours, booking the event, coordinating with caterers, facilities, audio visual and other service providers related to the event, billing and any post event follow up.
-As needed and in compliance with your schedule, provide after-hours and weekend coverage of the Simon Benson House as needed or to ensure the needs of high profile clients are met. 
-As needed, assist program team with planning and executing alumni board and affinity group events and larger alumni and community events, including Portland State of Mind, PSU Day at the Capitol, and other Alumni Association programs and events.
-Answer phone, email, and in-person questions for all alumni events, activities and services.
-Assist with on-site event guest registration and check-in.   
-Create events on Ticket Leap system and monitor registrations.  As needed, create surveys and other tolls using Qualtrics or survey tools.
-Daily support of Membership Program through phone, email, and walk-in requests for membership information, membership benefits, update contact information, and events.  Process requests for membership cards as needed by phone or in-person. Front office generally accommodates all walk ups. Provide information on membership for Rec Center, library bike hub and any other alumni benefits that may require proof of alumni membership.
-Handle office check requests, invoices for Benson House rentals, and office supply orders.    
-Manage Alumni Association email account. This includes membership questions, information updates, and Alumni news, directing items to appropriate staff member for further action.
-Manage alumni data, including entering interactions, submitting demographic updates, preparing and fulfilling PSU departmental requests for general information and house rentals.         
-Maintain a neat and orderly physical space including kitchen area, brochure displays, taking care of house plants, determining what needs to be done and then issuing work orders. -Working knowledge of office equipment and telephones.
-Other duties as assigned.

To read the entire job description, apply, and learn more about the PSU Foundation visit:

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